Run this against the current system.
- Write the current process from lead arrival to completed job.
- Identify repetitive steps, delays, duplicate data entry, and missed handoffs.
- Define the owner of each stage and what counts as complete.
- Standardize pipeline stages and required fields.
- Automate confirmations and reminders before complex decision-making.
- Protect credentials and keep human review on sensitive actions.
- Test failures, duplicates, opt-outs, and handoff exceptions before launch.
How to prioritize what fails
Fix anything that blocks access, breaks a lead path, exposes risk, creates false information, or prevents measurement before polishing lower-impact details. Then rank the remaining gaps by expected business impact, effort, confidence, and dependency.
Document the baseline
Record the date, current URLs or tools, screenshots, traffic or lead baseline, and the exact change. Without a baseline, improvement becomes a memory contest instead of a business decision.