Digital Operations Assessment

Growth systems

How do new clients find their way to you?

In your head. Word of mouth and referrals I can't predict or control. Manual. I do outreach in bursts, usually when work goes quiet. Systematized. A repeatable process brings in leads consistently. Self-running. A system runs lead generation and nurture largely on its own.

Who is responsible for winning new work at your firm?

What software, subscriptions or outside services do you use for winning new work?

Resource planning

How do you know if you can take on the next project without overcommitting?

In your head. Gut feel, and I usually find out the hard way. Manual. I map it out manually when I remember to. Systematized. Capacity and workload live in a system I can check before I say yes. Self-running. The system forecasts capacity and flags overcommitment ahead of time.

Who is responsible for planning capacity and staffing at your firm?

What software, subscriptions or outside services do you use for planning capacity and staffing?

Quality assurance

How consistent is the quality of your deliverables when you're slammed?

In your head. It depends who did it and how busy we were. Manual. I have checklists, but they don't always get used. Systematized. Standard processes and reviews hold quality steady regardless of load. Self-running. Quality checks are built into the workflow and catch issues on their own.

Who is responsible for quality assurance and review at your firm?

What software, subscriptions or outside services do you use for quality assurance and review?

Reporting and intelligence

How do you produce client reports and know how the business is actually doing?

In your head. I pull it together by hand each time, and it's a scramble. Manual. I have templates, but I still assemble the data manually. Systematized. Reports draw from one source of data with little manual work. Self-running. Reporting and business intelligence are largely automated and always current.

Who is responsible for reporting and the numbers at your firm?

What software, subscriptions or outside services do you use for reporting and the numbers?

Client relationships

When a client asks 'where are things at?', how do you answer?

In your head. From memory, or by digging back through email. Manual. I check notes or a spreadsheet I keep updated by hand. Systematized. There's a shared system with current status anyone on the team could pull up. Self-running. Clients get status automatically, and the system flags what needs attention before they ask.

Who is responsible for client onboarding and communication at your firm?

What software, subscriptions or outside services do you use for client onboarding and communication?

Multi-party coordination

When a project involves subs, agencies and clients, how does coordination happen?

In your head. Long email threads, and me chasing everyone. Manual. I keep a manual tracker, but it's on me to update it. Systematized. A shared system keeps everyone on the same page and current. Self-running. Handoffs and coordination are automated, with the right prompts to the right people.

Who is responsible for coordinating multi-party projects at your firm?

What software, subscriptions or outside services do you use for coordinating multi-party projects?

Competitive positioning

How clearly can you show a prospect why you, over the alternative?

In your head. I explain it differently every time, off the cuff. Manual. I have some materials, but they're dated or scattered. Systematized. There's clear, current positioning and proof I can put in front of anyone. Self-running. Positioning and proof are systematized and tailored to each prospect.

Who is responsible for positioning and winning competitive work at your firm?

What software, subscriptions or outside services do you use for positioning and winning competitive work?

Where should your result go?

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We use your answers to prepare your result and, if you want it, a tailored follow-up. We do not share them.

How much of your firm runs on systems, and how much runs on you?