Made-up example
I made this story up. It has no client findings or savings. It makes no promises.
A real Audit starts with your intake and business data. Your top picks may differ.
The problem
A B2B firm has repeat buyers. Questions come from many places. Sales staff keep some chats in their own inboxes.
The founder thinks good leads slip away. The team wants to buy an AI tool for more leads.
First, check what happens to the questions it already gets.
The facts I would check
- When each question came in, its owner and what came next
- Linked quotes, orders and lost deals
- How staff say work moves between people and tools
- Current tools, costs and work to keep records clean
Missing records limit the findings. A blank sales record does not prove no one replied. I would check the chats and source records first.
Three ideas, ranked
Say I find no clear owners and late follow-ups. Customer notes sit in many places.
Start with clean records and clear owners. They help alerts and recaps work better.
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Give each question an owner and next step
Use one shared record in your current sales system. Agree who owns each question and who covers time away. Write down the next step each time.
What to check
Check that new questions have an owner and next step. Agree clear handoff rules first. This may fix part of the problem without buying AI.
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Test alerts for late replies
If clean records still leave missed steps, test your current system’s alerts. Start with a small group.
How to judge the test
Compare late items and reply times before and during the test. Check whether alerts prompt action or add noise.
A new tool must beat this fix on cost, upkeep and setup.
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Try AI recaps only if needed
Staff may spend time piecing together a customer’s past. Test recaps only if this slows them down. Skip this if old chats are easy to read.
Before you connect live data, check who can see it and how it is used.
How to keep the test in check
Keep the test small. Check each recap against the real chats for gaps and errors. A person stays in charge of the reply.
A sample 90-day plan
This is a sample plan. It does not say when your Audit is done. It sets no dates for your team.
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Days 1–30
Check and set a starting point
Check records and agree owners. Measure today’s follow-up. Fix gaps that could skew the numbers.
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Days 31–60
Test alerts
Use a small group. Compare with the starting numbers. Ask the team what changed.
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Days 61–90
Grow, change or stop
Decide what to do with the alert test. Try a small recap test only if old chats still slow staff down.
What the numbers can show
Task time and question counts could show time saved. Subtract checking and upkeep time.
Faster replies alone do not prove more sales. We need proof that follow-up led to orders. We must allow for other changes in the business.
I may advise fixing the process and holding off on AI. The Audit ranks options and gives the facts behind each choice.
Where the Audit ends
The paid Audit includes a business study and ranked options. You get three top picks, a 90-minute meeting and a short 90-day plan.
Your team, or people you choose, do the building.