JCAI DISCOVERY QUESTIONNAIRE | IC Marketing Department

JCAI DISCOVERY QUESTIONNAIRE

IC Marketing Department - Automation Blueprint Development

Hi Henriette, Thank you for that initial overview! This questionnaire will help us map out your current workflows in detail so we can design the perfect automation blueprint for IC Marketing Department.

Please answer as thoroughly as possible - the more detail you provide, the more precise and valuable our automation solutions will be. Your progress is saved automatically.

SECTION 1: CURRENT BUSINESS OVERVIEW

Q1: On average, how many client projects do you handle simultaneously?

Q2: What types of projects do you most commonly work on? (e.g., social media campaigns, brand development, website projects, event marketing, etc.) Please list in order of frequency.

Q3: What's your average project timeline from initial client contact to final delivery?

Q4: What's your average project value range? (Small: Under N$X, Medium: N$X-Y, Large: N$Y+)

Q5: What are your biggest business growth goals for the next 12 months?

Q6: If you could wave a magic wand and eliminate 3 things from your daily workload, what would they be?

SECTION 2: CLIENT ACQUISITION & LEAD MANAGEMENT

Q7: Where do your new clients currently come from? (Referrals, website inquiries, social media, networking events, etc.) Please estimate percentages.

Q8: How many new leads/inquiries do you receive per week on average?

Q9: Of those leads, approximately what percentage convert to paying clients?

Q10: What's your ideal client profile? (Industry, company size, project type, budget range)

Q11: Where would you LIKE your leads to come from? What's your ideal lead generation system?

Q12: You mentioned interest in AI phone agents for outbound calling. What specifically would you want the AI to do? (Cold outreach? Follow-up? Appointment setting? Lead qualification? Something else?)

Q13: Do you have existing databases or lists of potential clients you'd like to reach out to?

Q14: What would "success" look like for an automated lead generation system? (e.g., X qualified appointments per week, X new clients per month, etc.)

Q15: When a new lead contacts you (via WhatsApp, call, or email), what happens next? Walk me through your current process step-by-step.

Q16: What information do you need to gather from a potential client before you can provide a quote?

Q17: How long does it typically take from first contact to sending a quote?

Q18: Do you currently use any intake forms or questionnaires? If so, please describe.

SECTION 3: CURRENT TOOL USAGE & WORKFLOWS

Q19: OUTLOOK (Emails) - How many client emails per day? What % are repetitive? Do you struggle with organization?

Q20: WHATSAPP - How many conversations per day? How do you track important info? Do you lose track of requests?

Q21: PHONE CALLS - How many calls per day/week? What % are inquiries vs. updates? Do you record or take notes?

Q22: NOTION - How do you use it? What works well? What's frustrating? How do you track status/deadlines?

Q23: GOOGLE (Website & Storage) - How do you organize files in Drive? How do clients/freelancers share files? Backup process?

Q24: WIX (Website) - What does your website do? Do you want it to generate leads? Would you like clients to submit requests/book calls on it?

Q25: ChatGPT (AI) - What do you use it for? How many hours/week? What tasks would you like AI to handle automatically?

Q26: XERO (Accounting) - Invoices manual or automated? How do you track paid/outstanding? Freelancer payment process?

SECTION 4: FREELANCER MANAGEMENT

Q27: How many freelancers do you currently work with across all categories?

Q28: Break down your freelancer types and frequency: (Designers, Videographers, Copywriters, Promo Vendors, Other)

Q29: Do you have preferred freelancers for each category, or do you shop around each time?

Q30: Walk me through your current process when a client project comes in that requires freelancer work: (How to decide? Check availability? Communicate requirements? Track progress? Handle revisions?)

Q31: On average, how much time do you spend per week: (Assigning tasks? Following up? Managing back-and-forth?)

Q32: What information do freelancers typically need from you to complete their work? (Brief, brand guidelines, deadlines, budget, etc.)

Q33: How do freelancers currently submit their completed work to you?

Q34: How do you handle quality control and approvals before sending work to clients?

Q35: CRITICAL: Are there freelancer services you'd like to reduce or eliminate through AI/automation? (e.g., Copywriting, Social media content, Email sequences, Basic graphic design)

Q36: For the freelancer work you want to KEEP, would you like automation to: (Auto-assign tasks? Send briefs? Track deadlines? Collect work? Handle payments?)

Q37: Do you track freelancer performance metrics? (Quality, timeliness, etc.) If not, would you like to?

SECTION 5: QUOTING & PROPOSAL PROCESS

Q38: Walk me through how you create a quote for a client today: (Info needed? Gather pricing? Time to compile? Format sent?)

Q39: Do you have standardized pricing for common services, or is everything custom?

Q40: What percentage of your quotes convert to projects?

Q41: How many back-and-forth revisions typically happen before a quote is finalized?

Q42: Would you like a system that could: (Auto-generate quotes? Pull vendor pricing? Send proposals? Track quote status?)

SECTION 6: CLIENT COMMUNICATION & DELIVERY

Q43: Once a project starts, how do you keep clients updated on progress?

Q44: How many client touchpoints (calls, emails, meetings) does an average project require?

Q45: What percentage of your client communication is: (Status updates (automated)? Problem-solving (expert)? Admin (automated)?)

Q46: Do clients frequently ask you the same questions? If so, what are the top 5 questions?

Q47: How many client meetings (calls or in-person) do you have per week?

Q48: Do you record your client meetings? If not, would you like to?

Q49: After a meeting, what happens? (Create action items? Send follow-ups? How do you track decisions?)

Q50: AUTOMATION VISION: Value of 1-10? (Record meetings, auto-generate summary, create tasks, send briefs, follow up) What are your concerns?

SECTION 7: BOTTLENECKS & TIME ANALYSIS

Q51: What are your current TOP 3 BIGGEST BOTTLENECKS in your business?

Q52: On average, how many hours per week do you spend on: (Client calls/meetings, Email, WhatsApp, Assigning work, Following up, Quotes, Invoices, Project management, Creative work, Admin)

Q53: If you could get back 20 hours per week, what would you spend that time on?

Q54: What tasks do you currently do that you feel could/should be automated but aren't?

Q55: What tasks do you enjoy doing and want to KEEP doing?

SECTION 8: IDEAL FUTURE STATE

Q56: Describe your ideal workday 12 months from now after full automation is implemented. What does your typical day look like?

Q57: If automation handles most coordination, what role do you want to play? (Strategic advisor? Creative director? Business development? High-level oversight?)

Q58: What would "success" look like for this automation project? How will you measure if it's working?

Q59: Are there any tools, systems, or automations you've seen other businesses use that you've thought "I wish I had that"?

Q60: What concerns or hesitations do you have about implementing automation in your business?

SECTION 9: TECHNICAL & INTEGRATION

Q61: How comfortable is your team (including freelancers) with adopting new technologies and workflows?

Q62: Do you have any existing integrations between your current tools? (e.g., Xero to bank, Wix to Google Analytics, etc.)

Q63: Are there any tools in your current stack you absolutely want to keep?

Q64: Are there any tools you're eager to eliminate?

Q65: Would you be open to consolidating multiple tools into one unified platform if it saved money and simplified your operations?

SECTION 10: BUDGET & TIMELINE

Q66: What's your estimated monthly spend on all current subscriptions combined?

Q67: What's your typical monthly spend on freelancer services?

Q68: What's your realistic timeline for implementing an automation solution? (Urgent: 1 month, Soon: 1-3 months, Flexible: 3-6 months)

Q69: What's the first pain point you'd like to solve? What would give you immediate relief?

SECTION 11: FINAL THOUGHTS

Q70: Is there anything else about your business, workflows, challenges, or vision that we haven't covered but you think is important for us to know?