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How you work on the inside

Pre-audit questionnaire · 36 questions · about 10 minutes

This questionnaire is here to understand how your business runs day to day: where clients come in, who does what, and with which tools. From your answers I write a report on where the time is going and what can be automated, ordered by what pays off most.

It takes about 10 minutes. Answer in your own words, as if you were telling me over the phone. You do not need to know anything technical.

Three things before you start

Do not answer what you do not know. Write «I don’t know» and move on. An honest gap beats an invented number: the report flags what is missing.
Rough numbers are fine. «About 30 calls a week» is enough. Do not go looking anything up.
Do not send me your clients’ data. No lists, no records, no invoices, no passwords, no access to your systems. This is only about tools and processes. If any of that reaches me, I send it back unopened.

Block 1 · The business

P1. Business name

P2. What you do, in one sentence

P3. City

P4. How many of you work there, and what does each person do? For example: «3: I handle clients and quotes, my partner produces, and someone part-time on reception».

P5. Opening hours for clients

P6. Roughly how many clients do you serve per week?

Block 2 · How clients reach you

P7. Through which channels do they contact you? Order them most to least Phone, WhatsApp, Instagram, website form, email, walk-ins, other.

P8. Who answers those calls and messages, and from which device? For example: «the receptionist, from her personal phone» or «a company phone that sits on the counter».

P9. How long does it normally take to answer a message?

P10. What happens to calls and messages that arrive outside opening hours or while you are busy with clients? Do you know how many go unanswered?

P11. Roughly how many enquiries from new clients come in per week?

Block 3 · Calendar and appointments

If your business does not work by appointment, skip this whole block and write «we do not work by appointment».

P12. Where do you write the appointments down? Paper diary, Excel, Google Calendar, a specific program: tell me which.

P13. Who books them, and from where can the calendar be checked?

P14. Can the client book online on their own, without calling?

P15. How do you remind the client about the appointment? Who does it, and how much time does it take per week?

P16. How many appointments are lost because the client does not show up or cancels last minute? What is the average revenue per appointment?

Block 4 · Quotes, payment and invoicing

P17. How do you put a quote together, and how does it reach the client?

P18. How many quotes do you send per month, and how many turn into work?

P19. How do you get paid? Cash, card, bank transfer, online payment, instalments…

P20. Who does the invoices and with which program? How much time does it take per month?

P21. Do you have unpaid invoices, or payments pending that get forgotten?

Block 5 · After the sale

P22. When a client finishes, what happens? Do you speak to them again?

P23. Do you ask for reviews? If so, how? How many do you have right now and at what rating?

P24. Should your clients come back at regular intervals (check-up, maintenance, touch-up, renewal)? How do you let them know it is time?

P25. Do you send out communications at regular intervals (news, offers, reminders)? With which tool?

Block 6 · Tools and data

P26. List of programs and apps you pay for For each: name, what you use it for, and the monthly cost if you know it.

P27. Where does your client information live? A program, a spreadsheet, the paper diary, someone’s phone, several at once.

P28. Is there a backup of it? Who makes it and how often?

P29. Who has access to that information? And an uncomfortable question: if that person does not turn up tomorrow, can the business keep running?

P30. Which numbers do you look at every month to know whether the business is doing well?

Block 7 · Time, AI and goals

P31. The 3 repetitive tasks that eat the most time For each one, tell me how much time per week — a rough guess is fine.

P32. Roughly what does one working hour cost for the person doing those tasks? What it costs the company, approximately. If you would rather not say, that is fine.

P33. Have you tried any artificial intelligence or automation tool? What happened?

P34. What would worry you about using artificial intelligence with your clients?

P35. If you could fix one single thing about the day to day, what would it be?

P36. What budget do you have in mind to set it up? And for the monthly upkeep?

Thank you. That is enough for me to prepare the report.

If something was left half-finished, send it anyway: I work with what is there, and whatever is missing gets flagged as pending in the report.

To send it back: press «Copy my answers» and paste them into an email to info@neurohain.com, or use «Print or save as PDF» and send the file.