Structural Audit · 15 Questions

Is your operation ready for intelligence?

These are fifteen questions you can answer for yourself, quietly, to see where your operation holds together and where it comes apart under pressure. Give it about fifteen minutes, score yourself honestly, and keep the result for your own use. Nobody else is watching, and there is nothing here to buy.

Time 15 minutes
Score 0–45 points
Format Print or fill on screen
Cost Free · No email

Most of the problems that feel like technology problems are really structure problems underneath. A new CRM will not fix a leak in how leads get routed; it only makes the same leak more expensive. And when you automate the one workflow a single person carries in their head, it tends to break the day that person is out.

So before you add anything clever on top — agents, automation, prediction — it helps to know where your operation already holds together and where it doesn't. This is the same audit we walk through with the businesses we work alongside, made simple enough to run on your own. Give it about fifteen minutes and read the result honestly; the point is to see your operation clearly, not to score well.

The fifteen statements look at three layers of how your business runs: Capture (how work comes in), Operate (how work moves through), and Measure (how the business sees itself). Wherever you score lowest is usually where your next stretch of attention belongs.

How to score
0
Not at all. Or you don't know.
1
Partial. Some teams, some weeks, some leads.
2
Mostly. Holds normally; breaks under pressure.
3
Formalized. Documented, owned, reviewed.
01 // Capture

How work enters the business.

Where your leads, deals, and customer requests first land. It is the quiet plumbing underneath every revenue number, and it is usually the first place things slip when you are not looking.

Capture — questions 1 through 5
Q-01

Single intake.

Leads land in one system, not five inboxes.

Single intake
Q-02

Routed in under an hour.

Every new lead has a named owner within sixty minutes of arrival, on weekdays.

Routed in under an hour
Q-03

Source captured automatically.

“How did you hear about us?” is set at intake by the system, not asked of the buyer later.

Source captured automatically
Q-04

Stale-lead cadence.

Leads aging past your defined threshold are surfaced on a recurring sweep — not when someone happens to remember.

Stale-lead cadence
Q-05

One source of truth.

Pipeline status lives in one system. The CRM, the spreadsheet, and the head of sales agree on a Friday afternoon.

One source of truth
02 // Operate

How work moves through the business.

The recurring workflows your team runs every day. This is the unglamorous middle of every operation, and it is the part that quietly decides whether the business can grow without straining.

Operate — questions 6 through 10
Q-06

Three workflows named.

You can list the three highest-volume recurring workflows in your business from memory. Not from a wiki search.

Three workflows named
Q-07

Documented to a standard.

A new hire could run them from a written page — not a Slack DM, not a thirty-minute call with the person who's been doing it for years.

Documented to a standard
Q-08

No single point of failure.

When the person who runs it is on holiday, sick, or in a meeting, someone else runs it the same way. Without a phone call.

No single point of failure
Q-09

No re-keying.

The same fact — name, address, dollar amount — is entered once, not three times across systems.

No re-keying
Q-10

Tools used to depth.

You're using more than thirty percent of the features you're paying for, in the tools your team touches daily.

Tools used to depth
03 // Measure

How the business sees itself.

What you can see today, without having to ask anyone. This is the part that turns daily activity into something you can actually manage, and a forecast you can trust.

Measure — questions 11 through 15
Q-11

Pipeline visible today.

Right now, you can see how many opportunities are in each stage — without asking anyone or opening three tabs.

Pipeline visible today
Q-12

Time accounted.

You know what percentage of the team's week goes to billable work, internal work, and admin. Within ten percent.

Time accounted
Q-13

Cycle time tracked.

SLAs and cycle times are reviewed weekly, not at quarter-close. Trend lines exist.

Cycle time tracked
Q-14

Margin by service line.

You can produce a P&L by service or job type in under thirty minutes — and trust the result.

Margin by service line
Q-15

You hear about breakage first.

When something breaks, your monitoring tells you — not your customer.

You hear about breakage first
Result · Total & band

Read your total, then sit with the band it lands in.

/ 45
Your score
Answer the questions to see your band.
0–15
Foundation gaps.
The structure underneath your operation isn't holding yet, and adding AI on top of it now would only make the gaps more expensive. The honest next move is intake, ownership, and one written workflow — not new tools. That is good news, because those are the cheapest things to fix.
16–30
Mid-stack.
The bones are there; it is the joints that leak. A little focused structural work tends to pay back quickly from here. Narrow automation is now safe to add — but only on the workflows already scoring 2 or higher, where the structure can carry it.
31–45
Operational maturity.
The structure is in place. Intelligence layers — agents, prediction, automated review — will build on something solid rather than cover for gaps underneath. The foundation is ready for whatever you choose to add next.
Next step

Run this with your operations lead, and disagree out loud.

The disagreements are where the next stretch of real work lives, so it is worth talking them through. If the result leaves you wanting a second pair of eyes, we are happy to walk it with you — as a partner who stays on to help you manage the changes, not a vendor selling you a tool. And if it isn't the right fit, we will tell you so plainly, before you've spent anything to find out.

Book a call
Your score 0 / 45