A simple assessment to identify your business system gaps
How to use this scorecard
Rate your business on each of the 7 critical system areas below. Be honest — this is about identifying opportunities for improvement, not achieving perfection. Add up your scores at the end to see where you stand and what to prioritise next.
Scoring guide
1
Non-existent: We don't have this at all
2
Aware: We know we need this, but haven't started
3
In Progress: Working on it, but inconsistent
4
Functional: Works most of the time, could use refinement
5
Optimised: This system runs smoothly and efficiently
1 Process Documentation & SOPs
How well are your key processes documented so anyone can follow them?
Are your core processes written down and accessible?
Can someone new follow your processes without asking questions?
Do you have templates and checklists for repetitive tasks?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
2 Tech Stack & Tools
Are your tools organised, integrated, and actually making work easier?
Do your tools talk to each other (integrations)?
Is everyone on your team using the same systems?
Have you eliminated redundant or unused tools?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
3 Team Communication
Is communication clear, organised, and easy to find when you need it?
Do you have clear communication channels for different purposes?
Can team members easily find past conversations and decisions?
Are there guidelines for response times and communication etiquette?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
4 Client Onboarding
Do new clients have a smooth, consistent experience from day one?
Is your onboarding process the same for every client?
Do clients know what to expect and when?
Is onboarding automated or does it require manual work every time?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
5 Project Management
Can you see what's happening across all projects at a glance?
Is there one central place where all projects live?
Do you know project status without asking people?
Are deadlines, tasks, and owners clearly defined?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
6 Time & Task Management
Are you and your team working on the right things at the right time?
Do you have a system for prioritising tasks?
Can you see what everyone is working on?
Are you avoiding constant context-switching and fire drills?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
7 Training & Knowledge Transfer
Can new team members get up to speed without relying on you?
Do you have training materials for each role?
Is there a central knowledge base people can reference?
Can the business run smoothly when you're away?
1
Non-existent
2
Aware
3
In Progress
4
Functional
5
Optimised
Your Score: _____
Your total systems health score
Add up all 7 scores:
_____ out of 35
What your score means
7–14: Systems crisis mode
Your business is running you instead of the other way around. The good news? You have the most opportunity for immediate impact. Priority: Start with ONE area and get it to functional — documentation or project management first.
15–24: Systems foundation
You have some systems, but inconsistency is costing you time and creating confusion. Priority: Standardise your existing processes and eliminate tool redundancies.
25–35: Systems excellence
Your business has strong operational systems. Now it's about optimisation and staying ahead as you scale. Priority: Focus on automation and advanced optimisation.
Ready to fix your systems?
Let's review your scorecard results and build a custom plan to optimise your business.