Sphynx Automation Preliminary Questionnaire

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Preliminary Questionnaire

Please complete the form. Based on your answers, we will suggest the best-fit service for your situation and provide instructions for next steps.
First Name*
Last Name*
Email*
How did you hear about us?*
Name

First NameLast Name
Please specify
Folder Name
Goals & Clarity
Which best describes your situation?*

I have questionsI'd like to start preparing for a future projectI would like to get a quote for a projectI want to get started right away and need to know what the next steps are
Which systems are you looking for help with? Select all that apply:*

ZapsDynamic FormsEmail CampaignsScheduling SystemsWorkflow AutomationProcess CreationEverythingI'm not sureOther
Systems Score
What questions do you have?*

I have a question about a specific idea or tool.Is automation a good fit for my needs?Where can I automate within my current processes to add efficiency?Questions about Sphynx (services, ideal clients, cost, process)Other
Sphynx is a virtual CTO firm focused on helping financial advisors, attorneys, accountants and real estate agents automate their technology. Our goal is to help integrate your exisitng systems so you can spend less time on data entry and administrative work and spend more time working with clients.

We offer a range of services for different price points and skill levels:

Courses & Templates are best for those who have existing tech-savvy or the time and desire to DIY. Check out our course and template store for more info.

Automation Coaching is a great hybrid option for those who want to get started on their own but may need a little hand holding. We offer coaching by the hour and in blocks of 10 hours for a discounted rate.

White Glove Automation is a done-for-you service where we work with you to build out and automate your systems. Because each project is completely tailored to your needs, we price these projects on an a la carte basis depending on the scope and complexity of the project. Learn more here.

In order to complete a White Glove project we require you to meet a few criteria:
- Must have documented processes that are at least 80% complete, i.e. don't plan to make any structural changes within the next 12 months.
- Must have worked with at least 10 clients.
- Must have the time available, i.e. no major upcoming commitments that will redirect your attention while working on the project.
Keep going through the rest of the questions and we'll help you choose the best option for your needs.
Pain Points
I feel overwhelmed by the idea of bringing on more clients but haven't reached my desired revenue goals yet:*

YesNo
I feel like I spend too much time working on administrative tasks:*

NeverSometimesAlmost Always
When I request documentation from clients I send a customized list:*

NeverSometimesAlmost Always
I have to go back and ask my clients for missing information after they've completed the onboarding process:*

NeverSometimesAlmost Always
I have trouble keeping track of client progress through the project lifecycle:*

NeverSometimesAlmost Always
I have trouble keeping track of my own to-do items:*

NeverSometimesAlmost Always
I forget / don't have time to follow up with leads who don't move forward:*

NeverSometimesAlmost Always
I use paper forms or fillable PDFs and have to copy information into my tech:*

NeverSometimesAlmost Always
I find myself sending the same emails over and over again:*

NeverSometimesAlmost Always
Please describe any areas where your workflows get "stuck" or items you wish you could offload from your plate:*
Score
0-2: Updating your process might be a better fit than automating at this point.

3-10: Automating will likely add efficiency for you.

11-13: Automating will be a great fit for your needs!
It sounds like automation might not be the right fit for you at this time. Let's get a little more information.
Automating will likely add efficiency for you. Let's keep going!
Automating will be a great fit for your needs! Let's keep going!
Business Background
What industry are you in?*

Financial AdvisingLegalAccounting / BookkeepingReal EstateCoachingOther
Are you a service-based business (i.e. do you work with customers / clients vs. selling products)?*

YesNo
Most of our clients are service-based businesses. That doesn't mean we can't help you, but let's get a little more information.
How long have you been in your current role?*

Less than 1 year1-2 years2-5 years5-10 years10+ years
How long have you been in business?*

Not launched yetLess than 1 year1-2 years2-5 years5-10 years10+ years
How many clients have you worked with so far?*

Up to 10 clients11-20 clients21-50 clients50 + clients
How many people are on your team?*

Just me1-56-1011-3031-5051-100101-200201+
Team #
What is your current business revenue?*

Up to $50,000$50k-$100k$100k-$200k$200k-$500k$500k-$1M$1M-$2M$2M+
Process

YesNo
Technology
Which best describes the status of your tech stack?*

I need help building or refining my tech stack.I would like a review of my tech stack to see if I'm using the best tools.I'm happy with my current tech stack and don't plan to make any changes.Other
Which best describes your comfort level with technology:*

I don't trust technology or it terrifies meI'm comfortable with the technology I have but the idea of automating seems dauntingI've set up some automations but I'm getting stuck in a specific areaI am able to set up more advanced items like Zaps, conditional forms or email campaigns
Which best describes your project goal?*

I want an expert to set everything up; I have no time or desire to work with technologyI want someone to set up my systems for me and show me how things workI want to set up some things myself but need help taking it to the next levelI want to learn how to do it myself with expert support on an as-needed basisI already know how to do it myself and I want to purchase templates
Processes
Which best describes the status of your processes and workflows?*

I need help creating or refining my processes and workflows.I have a process I follow but I need help documenting it.My processes are documented on paper or other editable format. I need help moving them into my CRM or Process Management tool.My processes are documented in my CRM or Process Management tool. I need help setting up outcomes or conditional logic.Other
When you work with clients how frequently do you deviate from your standard processes?*

NeverSometimesFrequently
Do you plan to make changes to your processes in the next 12 months or fewer?*

YesNo
What type(s) of change(s) do you plan to make? Select all that apply:*

Update pricingChange software providersAdd additional service offeringsBuild out or document additional workflowsOther
Time & Commitment
I would like to start a project in the next:*

30 days or less1-3 months3-6 months6-12 months12 months or longer
Desired Start
Desired Start Date*

MonthDayYear
Date
My current workload puts me at:*

10-25% of my full capacity; My schedule is very open and I can devote as much time as I need to to new clients or a major project25-50% of my full capacity; I have enough free time to get things done but if I take on more than a few new clients my ability to complete a major project might be diminished50-75% of my full capacity; I couldn't take on more clients AND a major project75-100% of my full capacity; I'm cannot take on a major project nor more clients100%+ of my full capacity; I'm just getting by day to day
Do you have a clear idea of where you'd like to automate?*

YesNo
Do you do tax preparation?*

YesNo
Do you work in "surges"?*

YesNo
When does your next surge block begin and end?
Project length
Proposed Start Date

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Proposed End Date

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Surge Start Date*

MonthDayYear
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Surge End Date*

MonthDayYear
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Tax Filing Start

MonthDayYear
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Tax Filing Deadline

MonthDayYear
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Today + 91

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Recommendation
Recommendation
Wait Until You've Scaled Your Book of Business
We have found that the technology and automation buildout goes exponentially faster and requires fewer revisions when you've spent the time solidifying your processes and have worked with at least 10 clients through the entire lifecycle.
Get Started
If you'd like to start preparing in the meantime, we recommend watching our XYPN Member Spotlight Call and joining the Sphynx Automation Facebook Group

You can also check out our Course & Template Library. All form templates have an attached course with instructions on how to customize to your brand standards in JotForm. Email templates provided in partnership with Perfectly Planned Content.

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Work With A Start-Up Strategist
We have found that the technology and automation buildout goes exponentially faster and requires fewer revisions when you've spent the time solidifying your processes and have worked with at least 10 clients through the entire lifecycle.

Recommended Expert

Cameo Roberson
Atlas Park Co.
www.atlasparkco.com

Get Started
If you'd like to start preparing in the meantime, we recommend watching our XYPN Member Spotlight Call and joining the Sphynx Automation Facebook Group

You can also check out our Course & Template Library. All form templates have an attached course with instructions on how to customize to your brand standards in JotForm. Email templates provided in partnership with Perfectly Planned Content.

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Work With A Start-Up Strategist
We have found that the technology and automation buildout goes exponentially faster and requires fewer revisions when you've spent the time solidifying your processes and have worked with at least 10 clients through the entire lifecycle.

Recommended Expert

Charesse Spiller (Hagan)
LevelBest LLC
www.getlevelbest.com
Get Started
If you'd like to start preparing in the meantime, we recommend watching our XYPN Member Spotlight Call and joining the Sphynx Automation Facebook Group

You can also check out our Course & Template Library. All form templates have an attached course with instructions on how to customize to your brand standards in JotForm. Email templates provided in partnership with Perfectly Planned Content.

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Wait Until You Have More Capacity
Waiting until you have more capacity will ensure the process runs as smoothly and efficiently as possible when you are ready to start. While we will do a lot of the heavy lifting for you, there will be things we need you to complete. Please see here for Process Overview that outlines your responsibilities.

In the meantime you can take advantage of your high volume and start preparing for a project by creating a folder in your Google Drive or on your Desktop and storing copies of:

Workflows

Commonly used collateral

Notes on FAQs

Frequently repeated email templates

Form templates

Any other information you frequently access

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Wait Until You Are Closer
Because our proposals are only good for 90 days, we recommend you wait until you're closer to starting your project. In the meantime you can start preparing for a project by creating a folder in your Google Drive or on your Desktop and storing copies of:

Workflows

Commonly used collateral

Notes on FAQs

Frequently repeated email templates

Form templates

Any other information you frequently access

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Courses & Templates
Check out our Course & Template Library. Our courses contain everything you need to get up and running on your own, with exercises to test your knowledge.

All form templates have an attached course with instructions on how to customize to your brand standards in JotForm. Email templates provided in partnership with Perfectly Planned Content.

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Refine Your Processes
We believe that automation should always be second to a solid process. As such, we require our clients to have documented process workflows that are 80% or more complete before getting started with us. This will save you time and money, and streamline your work with us down the line. You may even find that updating your process reduces or eliminates your need for automation.
Get Started
Complete your Process Outliner. It will walk you through your current (or proposed) process and tech stack to help you get clarity around your areas of opportunity.

Important Note: This is a long form, so please be advised there are SAVE buttons at the bottom of each page. You may save at any point and will be able to return to finish the form later.

If you still feel you need more assistance, we highly recommend these process experts:
Recommended Experts
Charesse Spiller (Hagan)
LevelBest LLC
www.getlevelbest.com

Cameo Roberson
Atlas Park Co.
www.atlasparkco.com

Don't worry; we'll follow up with you too if you'd like! Just fill out the info below and we'll touch base again then.
Work With A Process Expert
Our work focuses on your technology and automation, rather than creating or refining processes. We believe that by narrowing our focus to the areas we offer the most value we can better serve our clients. If your primary focus is process building or enhancement, we highly recommend these process experts:
Recommended Experts
Charesse Spiller (Hagan)
LevelBest LLC
www.getlevelbest.com

Cameo Roberson
Atlas Park Co.
www.atlasparkco.com

Still need help with tech or automation? Let us know which additional systems you need help with above and proceed through the rest of the questions.
Process Outliner
The Process Outliner is a free tool we've designed to help you document your technology stack, outline your standard operating procedures, and clarify your business goals. Many clients find that completing this exercise gives them great clarity about their areas of strength and opportunity.

Once you're ready, please use this link to complete your Process Outliner. When you get to the end, you'll be asked some additional questions to guide you to the best next step.

Important Note: This is a long form, so please be advised there are SAVE buttons at the bottom of each page. You may save at any point and will be able to return to finish the form later.
Automation Coaching
Book a coaching call. You can use this time however you'd like - review your tech stack, work through specific issues, have us walk you through how to set up an automation, etc. We'll record our meeting and send you a copy afterward so you can go back and rewatch if needed.
White Glove Automation:
Here is our proposed project timeline based on our availability and yours. We may need to adjust depending on the scope of the project, but we will confirm after reviewing the desired project scope.
Recommendation Output
{recommendationOutput}
Would you like us to follow up with you to check in?

YesNo
Follow Up Date

MonthDayYear
Date
Would you like to be added to our Automation Mini Course?

YesNo
Would you like to join our Sphynx Automation Facebook group?

YesNo
Project Start Date

MonthDayYear
Date
Project End Date

MonthDayYear
Date
Please describe a rough idea of your desired project and any other pertinent notes:
Next Steps:

Send over a list of services you'd like to engage on and we'll create a custom proposal for you. If you still have questions, book an Introductory Call. This is a 15-minute meeting to confirm if our services are a good fit to meet your needs and answer any questions you have about process and pricing.
1. Update link to just "book a call - help me improve my business operations"

2. Help me improve my business operations, I need a business coach, I want to start a new business
Form Feedback
Is there anything about this form we can improve? Please let us know! Found it super easy to use? Let us know that too!
Onboarding Questions
Which best describes preferred communication medium?

I prefer written communication (emails, Google documents)I prefer static, visual communication (diagrams, snapshots, slide decks)I prefer dynamic, visual communication (recorded videos)I prefer real-time communication (Zoom meetings, phone calls)
Which best describes your preferred communication style?

Short, sweet and to the point (bulleted lists)Combination of summary and detail (slide decks, video walkthrough)As much detail as possible (written case studies)
Which best describes your preferred task management style?

Tell me what to do and I'll get it done (task list)Check in occasionally (task list with reminders)Check in at regular intervals (task list with scheduled check-in meetings)High accountability (work on items together during scheduled meetings)
Do you have a brand style guide?

YesNo
Please upload your style guide

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Please insert a link for your logo below or use the next question to upload an image.
Please upload your logo

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Do you have any of the following items? Select all that apply:

Process overview for clientsFAQs & answersFolder hierarchyEmail templatesDocument needs listInstructions for common procedures or trouble spots
Should be Empty:

Preliminary Questionnaire

Goals & Clarity

Pain Points

Business Background

Technology

Processes

Time & Commitment

Recommendation

Onboarding Questions