Systems Overview - Workbench Studios

You know your business better than anyone. These questions simply help me understand your situation before we speak.

Answer what you can, short notes are fine.

You’re not entering a pipeline. Your answers come directly to me. No sales cycle, no follow-up sequence, no pitch.

This short intake helps me understand your situation and helps us both determine whether I’m the right fit to help.
8 steps · 5–7 minutes · No commitment

Intake Form – Standard Form

Updates

Step 1: Situation
Step 2: Business Context
Step 3: System Dependency

What’s Going On

What’s been happening in the business lately.

Which of these situations feels most familiar in the business right now? Select any that apply. Most people recognize two or three.

Things take longer than they should and no one is quite sure why.

Temporary workarounds have quietly become part of the routine.

Our tools don’t share information the way they should.

Parts of the system haven’t been touched in a long time.

We rely on someone else just to make basic changes.

Growth is exposing problems the system wasn’t built for.

There are parts of the system we’re hesitant to touch

We’re paying for tools or services that aren’t really helping

I’m not entirely sure who controls what anymore

None of these exactly, but something still feels off

Which systems are involved?
(Name the specific tools if you know them. If not, just describe what they do.)

For example:

“Our system doesn’t sync with Quickbooks, so I enter invoices by hand.”
“Orders come by email and I retype them into a spreadsheet every night.”
Naming the tools you use gives me a much better picture of what you’re dealing with.

Which systems are involved? (Naming the tools gives a better picture of what you’re dealing with.)

What platform or service is the primary concern?

For example:

Your website, booking system, accounting software.
Anything that feels like the center of the problem.
Naming the tools or service (even if you’re not sure exactly what it is) helps me understand you situation faster.

What platform or service is the primary concern?

How would you describe your access to the website and the account it’s managed through?

I manage it myself — I have my own logins and full access.

Someone else manages it, but I have my own login too.

Someone else manages it and I don’t have a login of my own.

It’s part of a service we pay for (like Squarespace, Wix, or Kajabi).

Honestly, I’m not sure how it’s set up.

About the Business

A little context about your team and how things are set up.

Which of these best describes the business right now?

Small and focused: Under 10 people, owner still hands-on in most decisions.

Growing and getting more complex: Roughly 10–30 people, systems and roles starting to layer.

Established operation: 30+ people, multiple systems and dedicated staff for some functions.

How Important This is Day-to-Day

How much the business relies on this working smoothly.

How dependent is the day-to-day operation on this system?

It’s a tool we use but we could work around it if needed.

It’s a headache we’ve managed for a while but it costs us time and energy.

It’s becoming essential as we grow and harder to replace or work around.

It’s critical to operations. If it went down we’d lose time, revenue, or customer communication

If this system had serious issues, day-to-day operations would largely stop.

If it stopped working or had a serious problem, where would the impact land?

Internally — the team would feel it but customers probably wouldn’t notice.

Operationally — it would slow things down or cost us time and revenue.

Externally — customers, deadlines, or obligations would be directly affected.

I’m not sure.

Where Things Slow Down

Where time, energy, or extra effort is getting lost.

What task or process takes more time or effort than it should (or is starting to)?

For example:

“I’m the only one who can quote a job.”
“We retype the same order information into three different places every day.”
“This worked fine before, but it’s getting harder as we grow.”

What task or process takes more time or effort than it should (or is starting to)?

What usually causes the delay or extra work?

How much does this task depend on you personally?

It runs through me.

I’m involved but not the only one.

The team handles it.

What Feels Risky to Touch

Anything you hesitate to change, update, or mess with.

What parts of the system (or your current process) do you tend to avoid changing or working with?

For example:

Anything you don’t want to mess with: a spreadsheet, a form, a workflow.
Something that just lives in someone’s head.
Maybe it worked fine before but doesn’t scale well anymore.

What parts of the system (or your current process) do you tend to avoid changing or working with?

How did this part of the system come to be set up the way it is (if you know)?

For example:

Someone built it years ago and it just stayed.
It started as a temporary fix that never got replaced.
New tools were added over time without considering how they would integrate.

How did this part of the system come to be set up the way it is (if you know)?

Why Now

What changed or happened that made this worth looking into.

What changed or happened that made you decide to look into this now?

For example:

Something stopped working.
Issues have been building up.
Growth and changes are starting to put pressure on things.

What changed or happened that made you decide to look into this now?

How is this affecting the business right now?

It’s frustrating right now, but we’re managing.

It’s slowing things down or we’re starting to miss opportunities.

It’s having a real impact on revenue or day-to-day operations.

What You’d Like to Change

If things were working better, what would feel different?

If this were working the way it should, what would feel different day to day? What would that make possible?

How to Reach You

Where I should follow up after reviewing your answers.

First Name

Last Name

Business Name

Current Website Link

What’s Going On

Which systems are involved? (Name the specific tools if you know them. If not, just describe what they do.)

What platform or service is the primary concern?

About the Business

How Important This is Day-to-Day

Where Things Slow Down

What task or process takes more time or effort than it should (or is starting to)?

What Feels Risky to Touch

What parts of the system (or your current process) do you tend to avoid changing or working with?

How did this part of the system come to be set up the way it is (if you know)?

Why Now

What changed or happened that made you decide to look into this now?

What You’d Like to Change

How to Reach You

Which systems are involved?
(Name the specific tools if you know them. If not, just describe what they do.)