I know a gym owner who literally locked himself in a hotel room for a weekend to complete a staff playbook.
I know others who confined themselves to the basement, with family members under strict orders to leave them alone until they emerged with an ops manual.
And I also know a lot of gym owners who dread writing a playbook and actively avoid creating one even though their mentors hound them constantly.
That pain can be reduced significantly in 2025 thanks to AI.
Read on.
Some people, like Two-Brain founder Chris Cooper, can easily put words down quickly. Systemizing a business is still tedious, but it’s not a horrific undertaking if you don’t mind writing or typing.
But if you hate that process, the ops manual is a terrifying undertaking.
Enter apps such as Wispr Flow, which can be combined with ChatGPT to make document creation much easier.
Wispr Flow is a transcription service on steroids.
Yes, it will transcribe what you say, but it will also improve it.
From the Wispr Flow site: “Speak naturally and Flow transcribes and edits your voice, instantly. Rambled thoughts become clear, perfectly formatted text, without the filler words or typos.”
That’s a much better option than iPhone voice-to-text features and apps that mangle words, reproduce stammering and push it all out in an unintelligible stream of punctuation-free babble.
👉 Here’s the four step Wispr Flow/ChatGPT application in your gym:
✅ Step 1: Use Wispr Flow to transcribe your speech as you explain things to create your ops manual. For example:
- You could stand in the mop room and dictate the exact procedures for cleaning the gym.
- You could describe what you’re doing as you renew memberships and process payments.
- You could dictate exact scripts staff members can use to book and conduct Goal Review Sessions.
✅ Step 2: Collect the transcriptions and ask ChatGPT to organize and format everything to create an ops manual for your business.
✅ Step 3: Review and edit the output. It will likely be very good, but you’ll want to make sure no errors were introduced.
✅ Step 4: Present the playbook to your staff and audit/update it annually so it’s never out of date.
Endless Possibilities
If you use this process and focus, I bet you can reduce the time required to create a staff playbook by about 80 percent.
And I bet you’ll save yourself 100,000 keystrokes or more. You might even avoid holes punched in the drywall.
Try this approach, and if you like it, start using it in other areas of your business.
A few ideas:
- Record yourself handing objections in a sales-meeting rehearsal and ask AI to offer suggestions for improvement.
- Record personalized “congrats” messages quickly and fire them out to your clients.
- Dictate a blog post or newsletter.
I’m sure you’ll think of all kinds of ways to use this system.
One Two-Brain gym owner, Ryan Webb, literally doesn’t type anything anymore unless it’s a four-letter text. He uses Wispr Flow for everything.
If you hate writing and typing, this is an ideal way to improve your operating systems and processes, which are the foundation of any great gym business.
