Three Ways AI Can Improve Your Procedures (And Two Big Mistakes to Avoid)

AI-powered tools like ChatGPT can be a valuable resource for procedure writers, helping streamline the procedure-writing process, improve clarity, and reduce human error. However, AI is only as good as the human using it—when misapplied, it can introduce risks instead of solving problems.

Here’s how AI can assist with procedure writing, plus two critical mistakes you should never make.

3 Ways AI Can Improve Your Procedures

Generating an Outline for a New Procedure

Staring at a blank screen can slow down the writing process. AI can generate a structured outline (or even a first draft) based on simple prompts, giving writers a starting point to refine rather than writing from scratch. AI models like ChatGPT can help create structured content, allowing procedure writers to focus on refinement rather than initial composition.

For example, if a writer asks AI to generate a procedure for starting a hydraulic press, the AI might provide an outline that includes steps such as inspecting the machine, verifying safety features, checking fluid levels, and powering on the system. While this initial draft won’t be final, it provides a foundation that a procedure writer can refine for accuracy, compliance, and human-factored clarity. This approach aligns with best practices outlined in the Procedure Professionals Association’s AP-907-005 Procedure Writer’s Manual, which emphasizes structured and action-driven procedural writing.

Furthermore, leveraging AI’s creative capabilities, procedure writers can even start with an entire draft of a procedure generated from scratch. By simply providing a few key prompts, AI can produce a comprehensive framework that outlines every step—from initial setup to final checks—complete with safety considerations and standard best practices. This complete draft serves as a robust baseline, enabling skilled writers to quickly identify gaps, verify technical accuracy, and refine the language for clarity and compliance. In essence, AI-generated procedures offer a jumpstart to the creative process, allowing human expertise to focus on polishing the content and ensuring it aligns perfectly with industry standards and company-specific requirements.

Rewriting Complex, Ambiguous, or Wordy Language

AI can also help simplify confusing instructions, making procedures clearer and easier to follow. Research from the Plain Language Action and Information Network (PLAIN) states that overly complex or ambiguous instructions increase the likelihood of user errors. AI tools can suggest clearer alternatives to an overly complex or wordy step.

For example, an instruction like “Prior to initiating the startup sequence, confirm that all system parameters are within acceptable operational thresholds and verify the integrity of all safety mechanisms” is unnecessarily complex. AI can suggest a more concise and action-oriented version, such as breaking up the step into separate steps: “Before starting up, CHECK the following system parameters…”  and “CONFIRM the following safety mechanisms are functional…”

Another common issue is vague language that could lead to misinterpretation. Instead of saying, “Operators should make certain that the pressure does not exceed the recommended limit before proceeding to the next step,” AI might propose, “Before proceeding, ENSURE pressure is within the safe limit.” Now, since we didn’t give AI a pressure band, it didn’t give us one in return so a procedure writer would need to add this information. This simplification improves readability, aligns with human-factored procedure writing principles, and reduces the cognitive load on users.

Helping Writers Understand the Process Better

Even experienced procedure writers sometimes review and update procedures for processes they are unfamiliar with. AI can serve as a research tool, providing a high-level explanation of a process before consulting a subject matter expert (SME). This allows writers to ask more informed questions and anticipate potential challenges.

For example, when reviewing a procedure draft on swapping out a circuit breaker, a writer might ask AI, “As an experienced electrician, explain the process of replacing a circuit breaker as if you were teaching a student.” AI can then outline the general steps, such as turning off power, verifying the absence of voltage, removing the old breaker, installing the new one, and testing the system. While this should never replace input from an SME, it gives writers a better understanding of what to expect. This can help identify missing steps, unclear instructions, or safety considerations that need to be addressed. By using AI as a preliminary knowledge tool, writers can refine their procedures more effectively before involving SMEs, leading to a more efficient review process.

2 Mistakes to Avoid When Using AI for Procedure Writing

Blindly Trusting AI-Generated Content

AI is a powerful tool, but it doesn’t “understand” procedures the way a trained writer does. AI generates text based on patterns, not real-world experience, which means it can introduce errors, make incorrect assumptions, or create steps that seem logical but don’t actually work. The National Institute of Standards and Technology (NIST) warns that AI models can “hallucinate” by generating plausible but incorrect information.

For example, an AI-generated step might say, “Ensure all wires are properly connected before removing housing.” While this might seem reasonable to a non-SME, it may be inappropriate for a real-world application, especially in an industrial setting where electrical safety is critical. A human writer would refine it to say, “Prior to removing housing, ENSURE power OFF with all electrical connections disconnected.” AI-generated content must always be reviewed to ensure accuracy, technical correctness, and compliance with industry standards. Even well-structured AI-generated procedures can contain errors, omissions, or misleading instructions that only a knowledgeable writer can catch.

Uploading Company-Specific or Confidential Information

One of the biggest risks when using AI for procedure writing is feeding it sensitive company data. OpenAI’s privacy policy explicitly states that if users enter confidential, proprietary, or personally identifiable information into AI tools, it is collected and OpenAI cannot guarantee that such data will remain private.

Many AI models store and analyze user inputs to improve future responses, creating a risk of exposing trade secrets or internal processes.

To protect sensitive information, procedure writers should never input or upload internal procedures, proprietary processes, company-specific troubleshooting steps, or confidential system configurations into an AI tool. Additionally, private employee or customer data should never be uploaded. Instead, AI should be used in a general way without exposing sensitive details. Always assume that anything entered into an AI tool could be stored or accessed by third parties. If a procedure contains proprietary or sensitive information, it should be reviewed, edited, and finalized by a human writer—without AI intervention.

Final Thoughts

AI can be a useful tool for procedure writers, helping to create clearer, more effective procedures. It can generate structured first drafts and simplify complex language, but it should never be relied upon blindly or used in a way that compromises sensitive company information. By using AI strategically—and always applying human expertise—you can improve efficiency while maintaining accuracy and security.

Are you seeking human expertise to refine your procedure drafts? Our experienced consultants can help you develop procedures tailored to your industry! Visit our website or contact us for more information!

By Rebecca Ventrella, Procedure Program Analyst