A 15-Minute Evaluation to Identify Your Best AI Opportunities
Business Name:
Industry:
Number of Employees:
Date:
Section 1: Current Operations
What repetitive tasks take the most time each week?
(Check all that apply)
How many total hours per week does your team spend on these tasks?
Specific estimate: hours per week
What's your average hourly labor cost?
(Total salary + benefits ÷ hours worked)
$ per hour
Estimated weekly cost of repetitive tasks:
Hours × Rate $ = $
Section 2: Pain Points
Rate these challenges(1 = Not an issue, 5 = Major problem)
Challenge
Rating
Missed follow-ups with customers
1
2
3
4
5
Inconsistent customer communication
1
2
3
4
5
Staff overwhelmed with administrative work
1
2
3
4
5
Difficulty tracking customer interactions
1
2
3
4
5
Slow response times to inquiries
1
2
3
4
5
Manual data entry errors
1
2
3
4
5
Scheduling conflicts and double-bookings
1
2
3
4
5
Lack of visibility into business metrics
1
2
3
4
5
Staff spending time on low-value tasks
1
2
3
4
5
Difficulty scaling operations
1
2
3
4
5
Total Pain Points Score: (Add up all ratings)
Section 3: Technology Readiness
1. Current software and tools used:
(List your main business systems)
2. Staff comfort level with technology
(On a scale of 1-5, where 1 = Very uncomfortable, 5 = Very comfortable)
Overall team technology comfort:
1
2
3
4
5
3. Do you have documented workflows for key processes?
4. Monthly budget available for AI tools and implementation
Specific budget (if known): $
5. Are you currently using any AI tools?
Section 4: Goals & Priorities
What would success look like in 6 months?
Time savings goal: hours saved per week
Cost savings goal: $ saved per month
Other goals:
What's your primary motivation for exploring AI?
What's your biggest concern about implementing AI?
Section 5: Immediate Opportunities
Based on your answers above, identify 1-3 specific workflows you'd like to automate first:
Priority 1:
Priority 2:
Priority 3:
Your AI Readiness Score
Calculation:
Time Factor:
30+ hours of repetitive tasks = 30 points
20-30 hours = 25 points
10-20 hours = 20 points
5-10 hours = 10 points
Less than 5 hours = 5 points
Your points:
Pain Points Factor:
Total pain points score 35+ = 30 points
Score 25-34 = 20 points
Score 15-24 = 10 points
Score under 15 = 5 points
Your points:
Technology Readiness Factor:
Tech comfort 4-5 + some documentation = 20 points
Tech comfort 3 + some documentation = 15 points
Tech comfort 2-3 + little documentation = 10 points
Tech comfort 1-2 + no documentation = 5 points
Your points:
Budget Factor:
$1,000+ monthly = 20 points
$500-1,000 monthly = 15 points
$200-500 monthly = 10 points
Under $200 monthly = 5 points
Your points:
TOTAL SCORE: / 100
Your Results & Recommendations
🟢 HIGH AI READINESS (70-100 points)
Status: You're ready to implement AI automation immediately!
Next Steps:
This week: Select your #1 priority workflow from Section 5
Week 1-2: Document the current process step-by-step
Week 3-4: Research specific AI tools or hire consultant
Month 2: Implement first automation
Month 3: Measure results and expand
Expected ROI: You could realistically save hours per week (from Section 1) worth $ monthly within 60-90 days.
Recommended investment: $2,000-5,000 for initial implementation + $500-1,500/month for tools and optimization
Quick wins to start with:
Email automation and customer response templates
Appointment scheduling and reminders
Data entry automation from forms/emails
Social media content generation and scheduling
🟡 MODERATE AI READINESS (40-69 points)
Status: You have opportunities but need some groundwork first.
Next Steps:
This month: Document your top 3 workflows
Write out each step someone takes
Identify decision points
Note where errors commonly happen
Next month: Choose ONE pilot project
Pick the simplest high-impact workflow
Test with free or low-cost tools first
Measure time saved carefully
Month 3: Expand based on pilot results
Expected ROI: Start with modest goals - save 3-5 hours per week initially. Expand after proving value.
Recommended investment: $1,000-2,500 for initial pilot + $200-500/month for tools
Build your foundation:
✅ Document key workflows first
✅ Ensure team is comfortable with current tools
✅ Start with one simple automation
✅ Get quick win before expanding
Quick wins to start with:
Simple email templates and canned responses
Automated appointment reminders
Basic social media scheduling
Customer feedback collection
🔴 BUILD FOUNDATION FIRST (Under 40 points)
Status: AI can help you, but you need to strengthen fundamentals first.
Next Steps (Before pursuing AI):
Months 1-2: Document your processes
Create written procedures for key tasks
Identify bottlenecks and inefficiencies
Get team comfortable with current technology
Month 3: Optimize manually first
Fix obvious workflow problems
Standardize procedures
Train team on existing tools
Month 4+: Revisit AI opportunities
Why wait? AI automates existing workflows. If those workflows aren't well-defined or your team struggles with current technology, AI will automate confusion. Fix the foundation first.
Recommended investment: Focus budget on:
Process documentation (consider hiring consultant)
Staff training on current tools
Workflow optimization
Building team tech confidence
Foundation priorities:
Document 3-5 key workflows
Create standard operating procedures (SOPs)
Ensure team uses current software consistently
Retake this assessment in 90 days
When you're ready:
Pain points above 20
Technology comfort above 3
At least some documentation
Budget of $500+/month
Special Considerations by Industry
For Medical/Dental Practices:
⚠️ HIPAA compliance is critical - ensure any AI tools are HIPAA-compliant
Focus on: Appointment reminders, insurance verification, patient communication
Partner with vendors experienced in healthcare
For Legal Firms:
⚠️ Client confidentiality and privilege considerations
Focus on: Client intake, document organization, billing automation
Be cautious with AI reviewing sensitive legal documents
For Contractors/Trades:
Focus on: Estimate generation, scheduling, customer follow-up
A: No. AI handles repetitive tasks so your team can focus on customer relationships, problem-solving, and growth activities. Most businesses using AI are growing, not shrinking staff.
Q: Is my business too small for AI?
A: If you scored 40+ points, no. Even solo entrepreneurs benefit from automation. Start small and expand.
Q: What if my industry is unique?
A: Every industry has repetitive tasks. AI doesn't need to understand your industry perfectly - it automates specific workflows you define.
Q: How long does implementation take?
A: Simple automations: 1-2 weeks. Comprehensive system: 1-3 months. Results often show within 30 days.
Q: What if my team resists?
A: Involve them early. Show how AI removes frustrating tasks. Start with pain points they complain about. Quick wins build enthusiasm.