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The Back Office Audit

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1. CLIENT MANAGEMENT

How do you currently track new client inquiries?

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How do you currently track new client inquiries?

A

I have a system (CRM, spreadsheet, etc.)

B

Email inbox

C

DMs/notes in my phone

D

I just... remember?

Can you see at a glance where every client is in your process (inquiry → active → complete)?

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How do you currently track new client inquiries?

A

Yes, I have full visibility

B

Sort of - I can figure it out if I look around

C

No, it's mostly in my head

How do clients get onboarded after they say yes?

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How do you currently track new client inquiries?

A

Automated process (they get contracts, invoices, next steps automatically)

B

I manually send everything

C

It varies depending on how I'm feeling that day

2. REVENUE TRACKING

Do you know your revenue from last month without having to calculate it?

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How do you currently track new client inquiries?

A

Yes, I track it in real-time

B

I could figure it out if I pulled my records

C

No idea

How do you track which services/products are actually making you money?

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How do you currently track new client inquiries?

A

I have a system that shows profitability

B

I track revenue but not profit

C

I don't track this at all

How do you handle unpaid invoices?

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How do you currently track new client inquiries?

A

Automated reminders

B

I manually follow up

C

I forget until it's awkward

What's your biggest frustration with revenue/money tracking?

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3. CONTENT PIPELINE

How far in advance do you plan content?

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How do you currently track new client inquiries?

A

2+ weeks

B

1 week

C

Day-of or day-before

D

What is planning?

Where do you store content ideas?

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How do you currently track new client inquiries?

A

Organized system (Notion, Trello, etc.)

B

Notes app

C

My brain

D

I don't - I create on the fly

Do you batch content creation?

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How do you currently track new client inquiries?

A

Yes, I create multiple pieces at once

B

Sometimes

C

No, I create right before I post

What's your biggest frustration with content right now?

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4. COMMUNICATION SYSTEMS

How do you manage your inbox?

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How do you currently track new client inquiries?

A

I have folders/labels/filters and a system

B

Everything stays in my main inbox

C

I search for what I need when I need it

D

My inbox is a disaster and I know it

Do you have email templates for common responses?

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How do you currently track new client inquiries?

A

Yes, I use them regularly

B

I have some but don't use them

C

No, I write everything from scratch

How often do important emails/DMs get lost or forgotten?

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How do you currently track new client inquiries?

A

Rarely - I have a system

B

Sometimes - maybe once a week

C

Often - I'm constantly finding things I forgot about

What's your biggest frustration with communication/email?

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5. TASK MANAGEMENT

How do you track what needs to get done?

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How do you currently track new client inquiries?

A

Task management system (Teamwork, Notion, ClickUp, etc.)

B

To-do list (paper or digital)

C

Mental checklist

D

I just react to whatever feels urgent

Do you know your top 3 priorities for this week?

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How do you currently track new client inquiries?

A

Yes, they're written down and clear

B

Sort of - I have a general idea

C

No, I'm figuring it out as I go

How do recurring tasks get done? (invoicing, social posts, follow-ups, etc.)

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How do you currently track new client inquiries?

A

Automated or systematized

B

I remember (mostly)

C

They get done when I remember...or don't

What's your biggest frustration with task management?

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FINAL QUESTION

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