Onboarding for a new role is rarely seamless, even when you’re experienced, organized, and fully committed. In the role of college Registrar, for example, you are faced with new systems, compliance workflows, transfer credit policies, documentation audits, and disability accommodation protocols, all while preparing for accreditation and supporting faculty across departments.
So, when organizing the onboarding for this Registrar role, I did what most professionals should do in this new age of AI: I recorded the training sessions with Wave.co, a transcription and meeting summary tool, to automatically capture my onboarding meetings and walkthroughs. I then used ChatGPT to synthesize those transcripts into a Registrar Handbook with workflows, checklists, and even email templates. If I couldn’t remember how to process a Change of Status form for example or a Registration Form for new applicants, I simply asked AI.
As always, remember to anonymize all conversations to avoid sharing any sensitive or personal information!
What started as a workaround became a transformative onboarding strategy.
What This Looks Like in Practice
- I talk through a task in a meeting or Zoom session
- Wave transcribes it in real time (remember, anonymize any sensitive information)
- I load the Meeting Summary and Transcript to GPT as a Word Doc (recommended by AI)
- The AI writes a step-by-step workflow I can reuse
- The next time I forget? I just ask.
Now, when someone new joins our team, I can hand them:
- A personalized AI assistant trained on real conversations
- A registrar’s handbook built from live operations
- A set of transcripts that don’t just document knowledge — they encode it
Why This Works for Any Industry
Whether you’re in education, tech, healthcare, or manufacturing, one truth is universal:
Learning to apply AI to your job is the job now.
Forget PDF manuals. Forget six-hour PowerPoints. The modern onboarding process should mirror the way we work — dynamic, searchable, conversational.
AI is no longer just a tool for the IT department. It’s your assistant. Your trainer. Your institutional memory. And it’s available 24/7.
Onboarding doesn’t need to rely on memory, repetition, or inaccessible documentation anymore. With the right tools, transcription tech like Wave, and conversational AI like ChatGPT, we can capture expertise as it happens and deliver it when it’s needed most.
If you’re onboarding staff, training faculty, or just trying to remember how to do something from three months ago, this method works.
And the best part? Once it’s built, it keeps learning with you.
I’d love to hear from others using AI and transcription tools in their onboarding, training, or operations. Drop a comment or message me, let’s build better systems together.
Remember, AI won’t take your job. Someone who knows how to use AI will. Upskilling your team today, ensures success tomorrow. Custom in-person and virtual trainings are available. If you’re looking for something more top-level to jump start your team’s interst in AI, we offer one-hour Lunch-and-Learns. If you’re planning your next company offsite, our half-day workshops are as fun as they are informational. And, of course, we offer AI consulting and support with custom prompt libraries, or AISO/GEO strategies. Whatever your needs, we are your partner in AI success.
Anthropic Just Filed for an IPO. The AI Race Is About to Get Very Real.
Anthropic filed for an IPO. Discover what this milestone means for marketers and businesses navigating the next phase of AI adoption.
AI Adoption Is About More Than Capability
Organizations want more than prompts, they want AI-driven workflow optimization. Here are the steps for responsible AI adoption.
Agentic AI Is Moving Into Marketing Operations. Most Teams Still Think AI Is a Writing Tool.
Agentic AI is transforming marketing operations by moving beyond content generation into workflow orchestration, coordination, and execution. Discover why operational AI systems, governance, and structured workflows matter more than prompts alone.
When AI Access Isn’t Equal, Outcomes Won’t Be Either
AI transforms how work gets done, but inconsistent adoption are creating new gaps. Here’s why shared AI systems matter more than tools alone.
Google Just Told Us the Future of Marketing. Most Companies Aren’t Ready.
AI is no longer just a tool inside the workflow; it’s becoming the workflow itself. Here’s what this means for marketing and governance.
The Future of Work: Human and AI Partnership
AI adoption isn’t just about tools and productivity. It’s about helping people find their rhythm with AI through structure, support, and human-led collaboration that strengthens confidence, creativity, and clarity at work.
Your AI Problem Isn’t AI. It’s Your Workflow.
Most AI efforts fail because of fragmented tools, unclear policies, and broken workflows. Here’s why tech stack selection and governance must come before AI training, and how to fix it.
From Frontier to Framework: What AI Adoption Gets Wrong
In Part 2 of a 4-part series, we explore what marketers get wrong about AI adoption and internal frameworks.
Spring Cleaning Your AI: Resetting How You Work
AI isn’t getting harder; you’re just not structured for it. Here’s how to reset your workflow, organize your AI work, and stop starting over.
Human Driven AI Announces Katherine Morales as VP, Human + AI Operations & Governance
Katherine Morales, APR, is named VP, Human + AI Operations & Governance, a role focused on helping clients turning AI into scalable systems.
Redefining the Human Role in AI Systems
Human-led AI requires more than “human-in-the-loop.” Learn how clear accountability, ownership, and workflow design enable responsible AI leadership as autonomy increases.