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How do you organize your client follow-ups?

I don’t, it’s chaos!

I follow up manually when I remember

I have a basic follow-up checklist

I use automation and pipelines

How do you track your income and expenses?

I don’t, I check my bank account

I keep basic notes in my phone or notebook

I use spreadsheets inconsistently

I use accounting software and review reports

If you left for 7 days, what would happen?

The business stops

I could take calls, but nothing moves forward

A few things keep moving, but it’s stressful

Business runs without me, and I get updates

How do you collect leads?

I rely on referrals and random DMs

I post on social but have no lead capture

I use a form or CRM but it’s messy

I have lead magnets, ads, and CRM automations

What’s your client onboarding process like?

I start from scratch every time

I send a few documents manually

I use templates, but it still takes time

Fully automated onboarding

How do you plan for growth?

I don’t, I’m just trying to survive

I have a few ideas, but no real plan

I set goals occasionally

I follow a clear, structured plan

Do you have a team?

It’s just me

I have one contractor/VA

I have 2–3 part-time helpers

I have a team with clearly defined roles

Do you review business data consistently?

Not at all

Occasionally, when I remember

Monthly or quarterly reviews

I check KPIs weekly in a dashboard

How stressed are you about your business?

I’m overwhelmed every day

I constantly feel behind

I manage, but it’s always busy

I feel in control and focused on growth

How clearly defined are the roles and responsibilities on your team?

I wear most hats, it’s all still on me

I’ve delegated a few tasks, but I still lead everything

I’ve defined most roles, but there’s still overlap

Everyone has a clear role and responsibilities

How often do you document and review your business processes?

Never, we work from memory

Only when something breaks

Occasionally, but we’re behind

Regular reviews keep everything optimized

A team member asks, “What do I do if a client doesn’t show?” How do you respond to the team member?

I say, "I'll do it myself"

I have to explain to them what they need to do again

I forward the instructions to them

I tell the to look at our SOPs

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What happens when a new team member joins your business?

train them from scratch each time

I have notes I send manually

I give access to templates and SOPs

I have a complete onboarding and training system

How often do you hold internal team meetings?

We don’t

Only when things go wrong

Occasionally, but no real agenda

We have consistent, structured team check-ins

How do you manage your internal communications?

Mostly texts, DMs, or random calls

We try to use Slack/Email, but it’s disorganized

We have a system, but it’s not enforced

Everyone uses our internal tools clearly and consistently

How often do you review data to make business decisions?

I go off gut instinct

Sometimes I’ll check metrics

I look at dashboards monthly

Weekly data drives decisions and strategy

How does your business generate new offers or revenue streams?

I don’t have the capacity to think about new offers

I have ideas, but nothing built out

I’ve launched one new offer successfully

We consistently test, launch, and optimize new offers

How often do you work on the business vs. in the business?

I’m buried in the day-to-day

I occasionally step back to plan

I have weekly CEO time, but still get pulled in

I operate in full CEO mode, focused on growth

Do you have a leadership team that runs without you?

Nope, I lead everything

I have one right-hand person I lean on

I’m developing a team, but I’m still involved in every decision

My leadership team owns their areas and executes independently

If you wanted to exit your business in 12–18 months, how ready would it be?

Not at all, it depends on me

I’d need major restructuring

It’s sellable with some tightening

Fully ready, systems, teams, and value documented

What is your average monthly revenue?

Under $3,000

$3,000–$7,000

$7,000–$15,000

$15,000+

How long have you been in business?

Just started

6–12 months

1–3 years

3+ years

Do you currently have a team (even part-time or outsourced)?

No, it’s just me

I have a VA or part-time contractor

Small team with defined roles

Full team with clear operations

How consistent is your monthly income?

Very inconsistent, feast or famine

omewhat consistent but stressful

Mostly consistent with small dips

Very consistent, revenue is stable or growing

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