The key to getting great results?
Record your process clearly while talking through what you’re doing.
This guide will show you how to create recordings that convert cleanly into accurate, role-based workflows.
Start With the Outcome
Before you hit record, get clear on the process you’re capturing.
Ask yourself:
What process am I demonstrating?
Where does it start and end?
Who performs it (roles, not names)?
What do I need to prepare before recording?
What does “done” look like?
Video Must Include Narration
Way We Do Capture relies on your spoken explanation to generate steps, decisions, and context.
Recordings without narration will cause an error message.
Why narration matters
The AI creates steps from what you say
Context and intent come from your explanation
Decisions (e.g. “if this, then that”) must be spoken
What good narration sounds like
Speak as if you’re training a new team member:
“I open the system…
I click ‘Jobs’…
Then I select the customer…”
Keep it simple:
One action per sentence
Clear and steady pace
Talk as you perform the task
Choose the Right Format
Use the format that best fits your process:
Video → when visuals matter (systems, tools, physical tasks)
Audio → for simple, verbal workflows or explanations
Video + narration → best for most use cases
Choose the Right Recording Device
You can use a range of devices to record your process. The best choice depends on what you’re capturing. Choose the device that best matches where the work happens -- on a screen, in the field, or in conversation.
Mobile Phone (for recording video)
Ideal for real-world, on-site processes
Great for walking through tasks in physical environments
Easy to “walk and talk” while recording
Best for:
Field work
Workshops, warehouses, retail shops, kitchens, or job sites
Demonstrating physical tasks
Screen Recording (Desktop or Laptop)
Best for system and software processes
Allows clear visibility of clicks, inputs, and navigation
Best for:
CRM, job management, or accounting systems
Step-by-step software walkthroughs
Meeting Recording Tools
You can also record processes using your preferred meeting platform, such as:
Google Meet
Microsoft Teams
Zoom
These are useful when:
You’re explaining a process to someone else
You're asking someone to explain a process to you
You want to capture both screen + narration
You’re running a live walkthrough or training session
Audio Recordings (Voice Memos or Phone Calls)
You can also capture processes using audio-only recordings.
Use a voice memo app on your phone
Record a phone call (where appropriate and compliant)
Speak through the process step-by-step
Best for:
Simple, verbal workflows
Explaining processes without needing visuals
Capturing knowledge quickly while on the go
Choose the Right Video Orientation (Landscape vs Portrait)
How you hold your camera affects how your process is captured and displayed.
Landscape (Horizontal) (Recommended)
Best for most recordings
Captures more detail across the screen or workspace
Ideal for system walkthroughs and multi-step tasks
Produces wider, easier-to-view images
Use landscape when:
Recording a computer screen
Demonstrating tools, equipment, or workflows
You want maximum visibility of the environment
Portrait (Vertical) (Use When Appropriate)
Produces tall, narrow images
Can limit how much of the process is visible at once
Use vertical when:
Recording a person-focused task
Capturing mobile-first or portrait-style content
Space or positioning makes landscape difficult
If in doubt, record in landscape. It provides the most flexibility when your process is converted into structured steps.
Walk and Talk Your Process
This is the easiest and most effective approach.
Perform the task in real time
Speak each step as you do it
Follow the actual sequence (don’t jump around)
Don’t script it. Just do the work and talk through it.
Speak in Step-Based Language
To help Way We Do Capture structure your process:
Use action words: open, check, confirm, send
Keep sentences short and focused, however you can add further explanations, so this detail is captured
Your narrative does not need to be perfect. Way We Do Capture will rewrite the procedure and use professional language. It's okay to say "ums and aahs". These will be removed automatically.
Call Out Decisions and Exceptions
Good processes include decision points.
Make these explicit:
“If the details are missing, contact the customer”
“If approved, move to the next step”
If you don’t say it, it won’t be captured.
Mention Roles and Responsibilities
Help structure your workflow by identifying roles as you go.
“The technician completes this step”
“Admin reviews and approves”
This makes it easier to assign Roles later.
Recording Setup Tips
A clear recording makes a big difference.
Choose a quiet environment and good lighting
Speak clearly and at a steady pace
Ensure visuals are easy to see (if recording video)
Avoid interruptions
Keep It Short and Focused
For best results:
Aim for 2–10 minutes per recording
Capture one process per recording
Break large processes into separate smaller recordings - you can add these as "sub-processes" into your primary process
Common Mistakes to Avoid
Recording without narration
Talking too fast or unclearly
Skipping steps (“you know how to do this part”)
Going off-topic
Combining multiple processes into one recording
Before You Upload
Run through this quick checklist:
Did I speak through every step?
Is the start and end of the process clear?
Did I explain decisions and exceptions?
Would a new team member understand this?
What Happens Next?
Once uploaded, Way We Do Capture will:
Review the captured process
Convert your recording into step-by-step instructions
Structure the process into a workflow
Enable role assignment and dependencies
Generate an Instant Flowchart
From there, you can refine, assign, and activate the process.