How much of your business runs through you personally?
If you took two weeks off with no phone, how much of the business would keep running?
Almost nothing — it would grind to a halt
A few things would continue, but most would stall
Day-to-day would be fine, but decisions would pile up
Most things would run smoothly with minor hiccups
Business would run fine — my team knows what to do
How many decisions per day require your personal approval?
10+ — I approve almost everything
5–10 — most things still come to me
3–5 — some things are delegated
Rarely — my team has clear decision-making authority
When a new team member starts, who trains them?
Me, personally, every time
Mostly me, with some help from the team
A mix — I handle the important parts
The team handles most of it using documented processes
There's a full onboarding process that runs without me
How often do you work on tasks that someone else could handle?
Constantly — I do everything from strategy to admin
Often — I know I should delegate but don't
Sometimes — I've started letting go of some things
Rarely — most tasks are handled by the right people
Almost never — I focus on strategy and leadership
Are your key workflows documented and repeatable?
If your best employee quit tomorrow, how much of their role is documented?
Nothing — it's all in their head
Some rough notes, but nothing someone could follow
Key tasks are loosely documented
Most of their role has step-by-step documentation
Fully documented — a new hire could pick it up quickly
How would you describe your client onboarding process?
There's a loose process but it's different every time
We have a basic checklist we mostly follow
It's documented and consistent
It's fully systematized with templates, timelines, and automation
Do you have standard operating procedures (SOPs) for your core workflows?
I know we need them but haven't gotten to it
A few exist but they're outdated or incomplete
Most key processes are documented
Yes — documented, current, and the team actually uses them
How consistent is your service delivery from client to client?
Every client gets a completely different experience
We try to be consistent but it varies a lot
The core is similar but details differ
Quite consistent — we follow a standard approach
Very consistent — repeatable process with room for customization
How well does your tech stack support your operations?
How many separate tools do you use to run your business?
Too many to count — and none of them talk to each other
8–12, mostly disconnected
A lean stack with good integrations
Streamlined and connected — data flows automatically
How do you track your business performance (revenue, pipeline, utilization)?
I don't really — I go by gut feel
Scattered spreadsheets I update when I remember
A few key metrics tracked but not consistently
Regular reporting with clear KPIs
Automated dashboards I review weekly
How much of your repetitive work is automated?
None — everything is done manually
Very little — maybe email templates
Some — a few automations here and there
Quite a bit — most routine tasks are handled
Extensively — we automate everything we can
Where does your important business information live?
In my head, my inbox, and scattered notes
Across multiple places — hard to find things
Mostly in a few key tools but not well organized
Organized in a central system the team can access
Single source of truth — structured, searchable, shared
Is your team structure ready for the next stage?
Does every team member have a clear role with defined responsibilities?
No — everyone does a bit of everything
Sort of — but there's a lot of overlap and confusion
Mostly — key roles are defined, edges are fuzzy
Yes — clear roles with some room for growth
Yes — documented roles, clear accountability, growth paths
How do you handle capacity when workload spikes?
Everyone scrambles — it's stressful
We manage but things slip through the cracks
We have some overflow plans and can flex
We plan for capacity and scale up/down smoothly
How confident are you that your current structure can handle 2x the revenue?
We'd survive but it wouldn't be pretty
We'd manage with some new hires and process tweaks
We're built for it — systems and team are ready
How do you and your team communicate about priorities and progress?
Ad hoc — whoever grabs me first
Mostly through messages and quick calls, no rhythm
We have some regular check-ins but they're inconsistent
Weekly team meetings with clear agendas
Structured cadence — dailies, weeklies, monthlies — with accountability
Can you see clearly how your business is performing?
How quickly can you tell me your profit margin this month?
I'd need to dig through spreadsheets for an hour
I have a rough sense but not exact numbers
I could pull it up in a few minutes
I know it right now — I check it regularly
Do you know where your next 3 months of revenue is coming from?
No — each month feels like starting from scratch
I have some ideas but nothing concrete
Partially — some recurring revenue plus hopeful leads
Yes — I have a pipeline I track
Clear visibility — pipeline, contracts, and forecasts
How do you know if your team's time is being used effectively?
I don't — I just hope everyone is productive
By watching how busy people seem
Some basic time tracking but I don't review it often
We track utilization and review it regularly
Clear utilization data tied to profitability per project/client
How often do you review your operational performance as a whole?
Never — I'm too busy doing the work
Maybe once a quarter when things feel off
I try to check in monthly but it's inconsistent
Monthly reviews with clear metrics
Weekly pulse checks + monthly deep dives + quarterly planning