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Process & Operations 0 / 20

Process & Operations

How your business runs day-to-day

How much of your daily operations involve repetitive, manual tasks?

Think: data entry, copy-pasting, scheduling, invoice processing, report generation.

Almost everything is manual

Mostly manual with a few automations

We have some automation but big gaps remain

Most processes are automated, looking to optimize further

Are your core business processes documented?

SOPs, checklists, workflow diagrams, or any written procedures.

No documentation exists

Some processes are documented but most are tribal knowledge

Key processes are documented but not regularly updated

Well-documented and maintained processes

How do you currently handle customer communications?

All manual (phone, email, in-person)

Basic email templates but mostly manual

CRM or email platform with some automated sequences

Integrated CRM with automated workflows and segmentation

Where does your team spend the most time on tasks that feel low-value?

Everywhere — we're drowning in busywork

A few specific bottlenecks we know about but haven't fixed

We've addressed the big ones, small inefficiencies remain

Our team focuses almost entirely on high-value work

How quickly can you onboard a new employee or client?

It's chaotic — no standard process

We have a checklist but it's mostly manual

Partially automated with templates and sequences

Smooth and largely automated from start to finish

Data & Infrastructure

Your data maturity and technical foundation

Where does your business data live?

Spreadsheets, paper, scattered across email

A few cloud tools but nothing connected

Centralized in a few platforms (CRM, accounting, etc.)

Integrated systems with data flowing between them

How confident are you in the accuracy of your business data?

Not confident — lots of duplicates, gaps, and outdated info

Some areas are reliable, others are a mess

Generally good but we clean things up manually

Clean, consistent, and regularly maintained

Do you use any cloud-based software for daily operations?

Examples: QuickBooks, Salesforce, Shopify, Google Workspace, HubSpot, Slack.

No — mostly desktop software or paper

One or two cloud tools (email, basic accounting)

Several cloud platforms covering most functions

Fully cloud-based with APIs and integrations

How do you track business performance and make decisions?

Gut feeling and experience

We check reports occasionally but don't act on them systematically

Regular reports and dashboards for key metrics

Data-driven decisions with real-time visibility

Team & Culture

Your organization's readiness for change

How does your team feel about adopting new technology?

Resistant — we stick with what works

Cautious but open if it clearly helps

Generally positive — we try new tools regularly

Enthusiastic — always looking for better ways to work

Does anyone on your team have experience with AI tools?

ChatGPT, Claude, Copilot, Midjourney, Jasper, or any AI-powered features in your existing software.

No one has used AI tools

A few people have tried ChatGPT or similar casually

Some team members use AI tools regularly for work

AI tools are already part of multiple workflows

Who would own an AI initiative in your organization?

No one — we wouldn't know where to start

The owner/founder would have to drive it personally

We have a tech-savvy person who could champion it

We have dedicated IT/operations staff who handle these projects

How does leadership view AI?

Skeptical or haven't considered it

Curious but unsure how it applies to our business

Sees the potential and wants to explore

Strategic priority with budget allocated

Strategic Readiness

Goals, budget, and timeline

What's your primary motivation for exploring AI?

Not sure — just hearing a lot about it

Competitors seem to be using it and we don't want to fall behind

Specific pain points we think AI could solve

Clear ROI targets — we know what we want to achieve

Have you set a budget for technology improvements this year?

No budget for technology

Small budget, mostly for existing subscriptions

Moderate budget with room for new projects

Dedicated innovation/technology budget

What timeline would you expect for seeing results from an AI project?

Immediately — we need results yesterday

Within 1-2 months

Within a quarter (3 months)

We understand it takes time and are willing to invest in a phased approach

How would you measure the success of an AI implementation?

Not sure how to measure it

General sense of improvement (things feel faster)

Specific metrics like time saved or error reduction

Defined KPIs with baseline measurements already in place

Risk & Compliance

Security, privacy, and regulatory awareness

Does your business handle sensitive customer data?

PII, financial records, health data, legal documents, etc.

Minimal sensitive data

Some sensitive data with basic protections in place

Significant sensitive data but security practices are informal

Heavy sensitive data with no formal security practices

Are you subject to industry-specific regulations?

HIPAA, PCI-DSS, SOX, GDPR, state privacy laws, etc.

No specific regulations apply

Some regulations, and we have compliance processes

Regulated industry but compliance is informal

Heavily regulated with strict compliance requirements

How comfortable are you with AI making or assisting business decisions?

Not comfortable — humans should make all decisions

AI can suggest, but humans must approve everything

AI can handle routine decisions; humans review exceptions

Comfortable with AI autonomy for well-defined tasks

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