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Analyzing 8 operational categories

Gap Analyzer Tool

Answer honestly. Generic inputs produce generic outputs.

Business Profile 0 of 16 answered

Your Business

Basic context so the analysis is relevant to your specific situation.

What type of business do you run?

How long have you been operating?

Pre-launch / planning stage

Under 1 year

1-3 years

3+ years

Current team size (including yourself)

Just me

2-5 people

6-15 people

15+ people

Customer Experience

How consistent and documented is your customer journey?

How would you describe your customer intake process?

Informal - I handle each customer differently depending on how they come in No documented process

Partially documented - some steps written down, but not consistently followed Exists in my head more than on paper

Documented and mostly consistent - process exists and is usually followed A new hire could learn it in a week

Fully systematized - documented, followed, and measured A new hire could follow it on day one

If you were out sick for a week, what would happen to customer experience?

It would break down significantly - most things depend on me personally

It would degrade noticeably - some things would still work but not consistently

It would be mostly fine - the team would handle most things, some gaps

It would run normally - the systems don't depend on me being there

Financial Systems

Cash flow visibility, pricing models, and margin tracking.

How would you describe your financial visibility?

I check my bank balance to know if we're doing okay No formal P&L or cash flow tracking

I look at revenue monthly but not detailed cost breakdown Basic tracking only

I track revenue, major expenses, and roughly know my margins Could improve detail and frequency

Full P&L, cash flow projections, and margin by product/service line Franchise-grade financial management

How was your pricing set?

Based on what competitors charge or what felt reasonable

Roughly calculated from costs, but not formally modeled

Modeled from cost + margin targets, reviewed periodically

Full pricing model with cost, margin, volume scenarios, and regular review cycle

Team and Hiring

How you recruit, train, and retain your team.

How do you onboard new team members?

I show them what to do and answer questions as they come up No formal onboarding

Some written instructions exist but it's mostly informal Inconsistent by hire

A documented process exists covering the first 2-4 weeks Mostly followed

Full onboarding curriculum with 30/60/90-day milestones and checkpoints Franchise-grade

Operations and SOPs

How much of your operation is documented vs. living in someone's head.

What percentage of your core processes are documented as SOPs?

Less than 20% - most things are informal

20-50% - some documented, some not

50-80% - most core processes documented

80%+ - comprehensive documentation across all key processes

Describe your single biggest operational bottleneck right now

Be specific. "I'm the bottleneck" is a symptom. What specifically breaks or slows down?

Marketing Systems

How you generate, convert, and retain customers.

How do most of your new customers find you?

Primarily referrals and word of mouth Unpredictable volume

Mix of referrals and passive channels (SEO, Google Business) Some predictability

Active marketing channels I manage (social, email, paid) More controllable

Multiple systematic channels with tracking and optimization Franchise-grade

Do you have a documented marketing calendar or content system?

No - marketing happens when I have time or think of something

Informal - I have a general sense of what to post but nothing documented

Basic calendar exists and is roughly followed

Full content calendar with templates, scheduling system, and performance tracking

Technology and Quality Control

Your tools and how you maintain service consistency.

How would you describe your current technology setup?

Mostly manual - email, spreadsheets, paper No integrated systems

Some tools but they don't connect - data lives in multiple places

Core tools in place and mostly integrated Some gaps remain

Integrated tech stack covering customer management, operations, finance, and marketing

How consistent is the quality of your product or service delivery?

Varies significantly - depends heavily on who delivers and on which day

Mostly consistent but with noticeable variation - complaints happen periodically

Generally consistent with occasional gaps Active quality monitoring

Highly consistent with documented quality standards, checkpoints, and measurement

Your Priorities

This shapes how the recommendations are prioritized for your situation.

What is your primary goal for the next 12 months?

Stabilize - get operations under control and reduce chaos

Grow - add customers and revenue

Scale - expand to multiple locations or hire significantly

Position for exit - make the business more sellable

Anything else I should know about your specific situation?

Optional but useful. Any constraints, context, or specific problems you want addressed.

Analysis takes 30-60 seconds. Save or print the results when complete.

Your Operations Gap Analysis

Overall Operations Score

Score by Category

Priority Actions

Ranked by impact. Address in this order.

90-Day Implementation Roadmap

Analyst Note

Ready to close the gaps?

The Systems Playbook builds six complete operational deliverables tailored to your specific analysis: SOPs, financial model, hiring framework, marketing strategy, tech stack, and 90-day implementation roadmap. Delivered within 2 business days.

See What's Included in the Playbook

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