VA Discovery & Workflow Form

Tom Sheppard Productions

Hi Tom! 😊 Since working with a VA is new to you and you’re still figuring out what would be most helpful to delegate, I’ve put together this short questionnaire to help me understand how things currently work in the business. You don’t need to have everything perfectly organised or know exactly what you want to delegate. The goal is simply to understand your current workflow, identify where you’re spending the most time, and find areas where I can take things off your plate or help with structure and automation.

Workflow & Business Questionnaire

Please fill out the sections below to outline your processes and areas for delegation.

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1. What does a typical week look like for you? What are the main things you spend your time working on?

2. What tasks currently take up more of your time than you think they should?

3. What repetitive, manual, or straightforward tasks do you find yourself doing regularly?

5. If you had an extra 5–10 hours each week because someone else handled admin, what would you spend that time on?

7. When someone contacts you or books a call, what happens next? Please walk me through the process.

8. Where do you currently record or keep track of your leads?

9. How do you currently follow up with potential clients?

Mostly manuallyMostly automatedA mixture of bothI don't currently have a consistent process

11. What part of your current lead-generation or lead-capturing process would you most like to improve or automate?

13. Are there any parts of the client onboarding or project process that feel repetitive, manual, or disorganised?

14. What tools or platforms do you currently use to run the business?

15. Are there any processes you've been meaning to set up or automate but haven't had the time to do?

16. Which areas would you be comfortable having a VA take ownership of? (Lead capture, scheduling, invoicing, social media, etc.)

17. If you could completely remove 3 tasks from your workload tomorrow, what would they be?

18. Is there anything you would like me to take ownership of rather than having to remind you or manage the process yourself?

19. What would free up the most time for you to focus on the creative and production side of the business?

20. If we were working together over the next 3–6 months, what would make you feel that having a VA has genuinely made a difference?

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