Automation Discovery Questions: Start the Conversation

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1The Business

What does the business do, and who is the typical customer?

How many enquiries/leads come in per week, roughly?

What channels do enquiries arrive through (website form, phone, email, social DMs, in person)?

2The Current Process

Who currently handles a new enquiry, start to finish?

How long does it typically take for someone to respond?

What tools are already in use (CRM, spreadsheet, email, calendar, booking software)?

Is there a written process anywhere, or does it live in someone's head?

What happens to an enquiry that comes in outside business hours?

3Where It Breaks Down

Roughly how many enquiries do you think go unanswered or get answered too late?

What's the most common reason a follow-up gets missed?

Is there a step someone does manually that's pure repetition (copying data between systems, typing the same reply)?

Do you currently ask every customer for a review? What happens when a job doesn't go well?

4Reporting

Does anyone currently track where leads come from, or how many convert?

How is performance reported today, if at all?

Who actually needs to see a report, and how often?

5Constraints

What tools is the business already committed to (and reluctant to change)?

Who is the actual decision-maker for this kind of change?

Is there a budget range in mind, even roughly? (Not required, helps scope realistically.)

What's the timeline, is there urgency, or is this exploratory?

If there's a clear fit, the next step is a scoped proposal. If there isn't, we'll say so, the questions above are exactly what we'd use to decide.

Discovery questionnaire