Process Intake | Own With AI

1

Process Overview

What is this process called? *

Give it a name (e.g., "Client Intake", "Candidate Sourcing", "Weekly Reporting")

In one sentence, what does this process accomplish? *

How often does this process happen? *

Multiple times per day Daily A few times per week Weekly Monthly or less

Who currently does this process? *

Me (the business owner) A specific team member Multiple people It varies / not consistent

How long does it typically take (per instance)? *

Under 15 minutes 15-30 minutes 30-60 minutes 1-2 hours More than 2 hours

2

Process Details

What triggers this process to start? *

e.g., "A client books a discovery call", "We get a new job posting to fill", "Monday morning"

What inputs are needed to do this process? *

List all information/materials needed before starting (e.g., "Call notes", "LinkedIn profile URL", "Email from client")

Walk through the steps. What happens from start to finish? *

Don't worry about formatting—just describe what you do in order. Include any decisions you make along the way.

What tools/systems do you use during this process?

Email (Gmail, Outlook) Google Docs/Sheets LinkedIn / LinkedIn Recruiter CRM or ATS Calendar Slack / Teams ChatGPT / Claude Other

If "Other", please specify:

What are the outputs / deliverables of this process? *

e.g., "A completed job brief document", "A list of 10 qualified candidates", "A sent email to the client"

3

Quality vs. Throughput

Is this process more about quality or quantity? *

Quality Getting it right matters more than getting it done fast (e.g., client proposals, candidate presentations) Throughput Volume matters; we need to do this faster/more often (e.g., sourcing candidates, initial outreach) Both Some parts need quality, some parts need speed

If "Both": Which parts require high-quality input vs. which are more about volume?

What information do you use to make decisions during this process? *

e.g., "Years of experience", "Client's budget", "Gut feel from the conversation"

Are there any rules or criteria you follow (even if informal)?

e.g., "We don't present candidates with less than 5 years experience for senior roles"

What could go wrong in this process? What errors have happened?

e.g., "Forgetting to follow up", "Misunderstanding client requirements", "Sending wrong candidate info"

4

Pain Points

Where do you feel like you're wasting the most time? *

Is there anything about this process that MUST stay manual / human-controlled? *

e.g., "Final approval on candidate presentation", "Pricing negotiation"

5

Documentation Status

Is this process documented anywhere today? *

No, it's all in my head Partially—some notes exist Yes, but it's outdated Yes, and it's current

If documentation exists, where is it?

6

Your Information

Your Name *

Email *