Let's map where work piles up, and where AI can take it off your plate.
This short audit walks through how work actually moves through your business, where it gets stuck, and every tool it touches. At the end, we'll know exactly where smart automations and well-built AI agents can save you time.
Who are we building this for?
Your business and where the hours go
What does your business do, who do you serve, and what is the core thing clients pay you for? Walk us through a normal week and where your time actually goes.
- The role or roles involved, your team size, and any seasonal swings.
- The two or three activities that eat the most time in a week.
- What only you can do, versus what someone or something else could handle.
Every system and tool you touch
List the software in your stack and what each one is for. Email, CRM, phone and texting, scheduling, billing, documents and e-sign, marketing, and anything specific to your industry.
- The plan or tier you are on, if you know it.
- Whether it has ever been connected to anything else.
- Mark the one that is your source of truth, the place that always has to be right.
How work comes in
What channels does work arrive through, and roughly how much per day? Rough numbers are fine.
Where it lands, and how it gets there
For each of those channels, where is the information supposed to end up, and how does it get there today? Who moves it, and how much is done by hand?
- The exact path, for example: voicemail, listen, type notes into the CRM.
- Anywhere the same information gets entered in more than one place.
- The steps that feel like busywork but cannot be skipped.
The bottleneck
What is the single biggest bottleneck in your week, the thing that most often becomes a backlog or a fire? What is the first thing to slip when you get busy?
- What that slip costs you: a lost lead, a missed renewal, an unhappy client.
- How often it happens, and the workaround you use now.
The decisions you make on repeat
What decisions or judgment calls do you make over and over that mostly follow a consistent logic? For example: is this a real lead, which bucket does this belong in, what is the standard reply here.
- The rule you are actually following in your head.
- The exceptions that genuinely need a human to look.
The triggers and the lifecycle
What events kick off a piece of work or a sequence? A new lead, a signed client, a renewal, an anniversary, a status change, a payment. Walk a customer from first contact through the ongoing relationship.
- Time-based triggers like renewals, versus event-based ones like a reply or a form.
- What reminds you these are due, if anything does.
Data sensitivity and compliance
What kind of information moves through these systems, such as health, financial, or personal identifiers, and are you bound by any regulations or carrier and partner rules about how it is handled?
- Which systems hold the sensitive data.
- Any compliance obligations already in place, such as HIPAA or carrier rules.
What you have already tried, and who owns this
What automation or AI is already in place or has been attempted, what worked and what failed, and who on your side is technical or will own this day to day?
- Tools and subscriptions you already pay for that may be underused.
- Past attempts that frustrated you, and why.
- Who approves the work and who will maintain it.
What done looks like
If this works, what does your week look like, and what is the very first thing you would want handled?
Got it. Thank you.
Your audit is on its way to us. We'll review how work moves through your business and come back with where automation and AI agents can take the most off your plate.