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The basics

Typed, not spoken: voice transcription garbles names, email addresses and phone numbers. Skip anything that doesn't apply.

Your business

1. 1 What does your business do, and for whom? Start with the short version, the one you'd give someone at a party. Then add whatever else matters.
2. 2 Tell me about your best customer: a real one, no name needed. What makes them great?
3. 3 Tell me about a customer you'd never take again. What went wrong?
4. 4 How do you make money? Your main products or services, roughly what they cost, and how you set prices.
5. 5 Walk me through how a stranger becomes a paying customer, from first contact to getting paid.
6. 6 Why do customers choose you over a competitor? What do they say about you?

How you sound

1. 1 How do you talk to customers: formal, casual, somewhere in between? Any words you always use, or never use?
2. 2 A customer emails you upset. Talk me through how you'd answer.

Your rules

1. 1 What rules should everyone on your team know? Think refunds, discounts, deadlines, promises you never make.
2. 2 What should an assistant never do without asking you first?
3. 3 What mistake does every new hire make?

Where the time goes

1. 1 Walk me through yesterday, hour by hour. Was it a typical day?
2. 2 What do you do every day, week or month that's basically the same each time?
3. 3 What do you work on after hours or on weekends that you wish you didn't have to?

Repetition

1. 1 What do you type more than once: the same email, the same answer, the same quote?
2. 2 What do you copy from one place and paste into another?
3. 3 What questions do customers or your team ask you over and over?
4. 4 What reports or numbers do you put together by hand? How long do they take?

Dropped balls

1. 1 What falls through the cracks: follow-ups, callbacks, invoices, renewals?
2. 2 When a new customer reaches out, how fast do they hear back? What happens at night or on weekends?
3. 3 What mistakes cost you money or a customer in the last year?

Bottlenecks

1. 1 Where does work sit waiting, for an approval, a signature or someone's answer?
2. 2 What only you know how to do? What breaks when you're on vacation?
3. 3 What paperwork slows you down: invoices, contracts, scheduling, onboarding new customers or employees?

Your team and tools

1. 1 Who's on your team, and what does each person own? Roles are enough.
2. 2 What software do you pay for? Which do you like, which do you barely use, and do any two do the same job?
3. 3 Which tools don't talk to each other, so someone re-enters the same information?
4. 4 Where does your important information live: email, shared drives, accounting software, a customer list, people's heads?

Where you want to go

1. 1 What have you tried to fix before and given up on?
2. 2 If you had a full-time assistant who never slept, what would you hand them first?
3. 3 If this works, what's different a year from now: your hours, your revenue, your life?

Ready to build your file

Here's what you covered. Tap any section to go back and add more. Then Claude writes your memory file and your first five, which takes about a minute.

Claude is reading your answers…