Business Operations Check

LET’S START WITH A LITTLE CONTEXT

Tell us about your business

These answers don’t affect your score. They help us make your Operations Check more relevant to your business.

First name *

Email address *

Business name *

Website

What best describes your business? *

How many people work in the business? *

What best describes your role? *

What’s the biggest operational challenge in your business right now?

I agree that Swift Admin can use the information I provide to complete my Business Operations Check and contact me about my results.

SECTION 1

Admin & Organisation

Let’s look at how easily important business information and everyday administration can be managed.

1. How are your business files and documents organised?

Centralised, structured and easy to find Mostly organised but in a few places Often difficult to find No consistent system

2. How do you manage recurring administrative tasks?

Clear routines, checklists and responsibilities Mostly managed consistently Often relies on reminders or memory Usually dealt with when something becomes urgent

3. How well organised are important business records and information?

Well organised and easy to access Mostly organised Some important information is difficult to locate No consistent approach

4. If you were unexpectedly unavailable tomorrow, could someone else find what they need to keep the business moving?

Yes, easily Most things could be found They would struggle with some important information No, too much currently depends on me

SECTION 2

Processes & Workflows

Now let’s look at how work moves through the business.

5. Are your regular business processes documented?

Key processes are documented and kept current Some are documented Very little is documented Processes mostly exist in people’s heads

6. How often do you find yourself or your team repeating the same manual tasks?

Rarely Sometimes Frequently Constantly

7. When a new enquiry, order, project or client comes in, is there a clear process for what happens next?

Yes, clear and consistent Generally, but there are gaps It varies considerably No defined process

8. Are responsibilities clear — who owns each task and what happens next?

Very clear Mostly clear Sometimes unclear Frequently unclear

9. Where work passes between people or systems, how reliable are the handovers?

Clear and reliable Generally work well Problems occur fairly regularly Handovers are a significant problem

SECTION 3

Systems & Technology

Good technology should make the work easier — not create more of it.

10. Do your systems and tools make everyday work easier?

Yes, they support how we work very well Mostly Some create additional work Our systems regularly slow us down

11. How often do you enter or copy the same information into more than one system?

Rarely or never Occasionally Frequently Constantly

12. Are you confident you are getting good value from the software and tools you are paying for?

Yes, and we use them effectively Mostly We are probably underusing several We do not really know

13. How much have you simplified or automated appropriate routine tasks?

Most suitable tasks have been simplified or automated We have improved some There are several obvious opportunities Most processes remain highly manual

SECTION 4

Customer & Communications

Let’s look at how enquiries, customer information and follow-up are handled.

14. How consistently are new enquiries responded to and followed up?

Clear process with reliable follow-up Usually well managed Follow-up can be inconsistent Enquiries can be missed

15. Do you have reusable templates for common customer or client communications?

Yes, for most recurring communications We have some Very few No

16. Is customer or client information stored somewhere the right people can easily access it?

Yes, centralised and accessible Mostly Information is spread across different places No consistent system

17. Is there a clear journey from someone’s first enquiry through to becoming a customer or client?

Yes, clear and consistent Mostly It varies No defined journey

SECTION 5

Planning & Operational Control

Finally, let’s look at visibility of priorities, work and deadlines.

18. Do you have one clear place to see current priorities, tasks and deadlines?

Yes Mostly They are spread across several places Mostly managed through memory, messages or email

19. Can you quickly see what work is outstanding and who is responsible for it?

Yes, at any time Usually It takes some effort No

20. How often does urgent work push aside important planned work?