Survey – sba

Welcome to your SELF BUSINESS AUDIT

Name

Business Name

Phone

City

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Do you have a full time, dedicated and responsible person for generating leads ?

No. We get enough business from existing customers and referrals from them and hence we don’t need any marketing

Sometimes as a business owner, I do marketing activities but there is no dedicated person for it.

One person is taking care of marketing activities on part time basis along with other responsibilities and leads are generated

Yes. I have a dedicated and responsible person for generating leads and leads are generated on daily basis.

Do you have a system of recording, measuring and comparing the leads generated on daily, weekly, monthly basis ?

All the leads are recorded in my mind and I recall them whenever needed.

We record all the leads in a respective diaries maintained by each staff

We maintain all the leads in common excel / google sheet.

Yes. We have dedicated lead management software and record each and every lead in it.

Do you have the data (mobile number and email) of your customers ready for sending bulk messages?

No.

I have mobile numbers of my customers in my mobile phone.

I have mobile number and email data of most of the customers in excel file.

I have complete data of all my customers.

Do you have the system of staying connected with the leads on regular basis ?

We send whatsapp messages from mobile phones to leads on special occasions like Diwali, new year, etc.

Our administrator calls leads on such occasions including their birthdays.

We have a separate dedicated person for keeping in touch with leads.

Yes. We have software which sends emails / whatsapp on auto mode to these leads.

Do have a full time dedicated and responsible person for handling the leads generated by marketing activities?

No full time person. Leads are handled by the any of the available staff.

I am the one who handles all the leads

I along with one other person handles the leads

Yes. There is a dedicated and responsible person who works full time for handling all the leads.

Do have the documented process for handling the leads, i.e. sending proposals/quotations, meeting prospective customer, limits for negotiations, etc.

No such documented process. We do it on case to case basis as every case is different.

No documented process, but known to the related staff

Partly documented the process, we need to make it complete

Yes, we have the complete process of handling the leads documented and it is known to relevant staff.

Do you have the system of measuring the success percentage of converting a lead into a sale and do it on a regular basis?

It is in my mind only. I remember everything

We do this exercise once in a year

We do it few times in a year.

Yes. We have record of all the sales conversion and success percentage of each team member and we check it on monthly basis.

Do have the ready sales kit (e.g. brochure, presentations, demo data/products, customer feedback, etc) for dealing with a prospective customer?

No such kit is required as I only handle all the sales and I know everything

Contents of sales kit are partially ready but not used seriously

Contents of the sales kit are almost ready barring a few exceptions and we can make it ready and can start using it within 7 days

Yes. Complete sales kit is ready and used seriously

Do you have system of recording and monitoring all the sales / work orders with unique serial numbers, (applicable for all including service business)

I am the person who receives all the sales / work orders and I have the full control over it, hence not required.

We record sales / work orders occasionally in diary or excel

We record all the sales orders in diary / excel without fail

Yes. We record all the sales orders in our accounting software without fail

Do you have a separate full time, dedicated person responsible for business operations, who is responsible for getting customers’ work done / orders executed on time ?

I am that responsible person.

We have one such person, who is partly responsible for few business operation

We have a person who is responsible for most of the business operations

Yes. We have a separate, full time, dedicated person responsible for getting work done and executing orders on time.

Do you have a system of calculating net profit per product / project / order before accepting or starting the work ?

Our margin is good, we earn sufficient net profit, hence, this is not required.

We calculate the budgeted net profit for few products/projects/orders only, but don’t compare it with actual figures.

We calculate budgeted profit for few products/ projects / orders and compare it with actual

Yes. We have a proper system of calculating budgeted profit for all the important products/projects/orders and comparing it with actual figures. This is done on a regular basis (Monthly/Quarterly)

Do you have the system of setting and monitoring the due date for completion of any task / project / sales order ?

We normally complete all the tasks as per schedule, hence this is not required.

We monitor due dates for few critical tasks only, not for all

We monitor dues dates for most of the tasks/projects/sales orders but not for all

Yes. We have a proper system for setting and monitoring due date for each task/project/sales order on periodic basis compulsorily. We also review and analyze the causes for delay and document it for future reference.

Do you have one personal executive assistant for you to handle your routine tasks ?

I have one admin staff who manages some of my tasks

I have one assistant who manages most of my tasks, but not all

Yes. I have one dedicated personal executive assistant for managing my routine tasks.

Do you have one fulltime dedicated person responsible for overall office administration ?

No. Currently I manage this.

Admin activities are managed by office boy / office assistant along with other work.

Admin activities are managed by any of the available staff

Yes. We have a full-time admin staff who takes care of all admin related matters.

Do you have the system of taking feedback from customer after every sales transaction or on weekly / monthly / quarterly basis ?

No such system exists, we hardly take any feedback

We take customer feedback in case of any issue only

We take customer feedback in few cases, occasionally

Yes. We have the system of taking customer feedback regularly and analyze it on a weekly / monthly / quarterly monthly basis

Do you have a separate, fully dedicated and responsible person for handling all accounting matters of daily basis ?

No separate and dedicated person.

We have a part time accountant who comes to our office almost daily and records the transactions.

We have outsourced it and it is done on weekly / monthly / yearly basis.

Yes. We have a full time dedicated accountant.

Do you have a system of daily / weekly / monthly reporting of accounting figures ?

No such system exists.

We ask the data to our accountant when-ever needed and we get it.

We have the system of reporting but it is not followed meticulously.

Yes. We have a regular reporting system to provide accounting reports even without asking for it.

Do you file your monthly GST returns within due date ?

No. We don’t receive money from client regularly. Hence it is not possible.

Sometimes we miss the due dates and sometimes we file it within due date.

We mostly file GST returns within due date, barring a few exceptions.

Yes. All the GST returns are filed within due date and we never miss a due date.

Do you receive your fees / outstanding from your customers within due date in normal course without any follow-up ?

No. It is very difficult in our industry.

Sometimes, in case of few clients only.

In most of the cases, we receive our dues within due date, barring a few exceptions.

Yes. Receive our dues within due dates in all the cases. Sometimes even in advance.

Do you pay your suppliers regularly within due date without any follow-up ?

No.

Sometimes yes, sometimes no.

In most of the cases, barring a few exceptions.

Yes. We have a system of reviewing supplier outstanding and pay according to due dates, on our own, without any follow up by supplier.

Do you have any written policy for giving credit to customers ?

No written policy as terms vary for each customer

We have decided certain points regarding credit policy. It is explained to our team members, but not in writing.

We have the credit policy in writing but it is not followed seriously.

Yes. We have the documented credit policy and it is followed in more than 90% of the cases.

Do you prepare financial budget on annual basis and monitor it on monthly basis ?

No budget is prepared

Budget is roughly prepared on a paper or excel

Budget is prepared and reviewed partially, not very seriously

Yes. A detailed budget is prepared and reviewed on monthly basis.

Do you have a documented process for selection and hiring of any staff (E.g. written exam, personal interview, background check, collection of documents etc.) ?

No.

We have the process known to staff, but not documented

We have a partially documented process, followed sometimes

Yes. We have the completely documented process for selection and hiring of staff.

Do you have documented process for salary increment ?

No.

Salary increments are done yearly on the basis of performance, but we don’t have any data for measuring performance of staff

We have a partial data capturing method for staff performance.

Yes. We have a complete process for data capturing for staff evaluation. This system is used for salary increments.

Do have a documented organizational chart explaining the positions and responsibility for each role / position ?

Partially documented

Documented by not taken seriously

Yes. Completely documented and we work according to it only.

Do you have a documented policy for leave ?

No policy at all.

We have leave policy. Explained orally to staff

We have a partially documented leave policy but it is implemented properly.

Yes. Documented and available with staff and implemented completely.

Do you have any system of providing training to existing staff and testing their skills ?

No such system

Training is provided to staff, in case of any issue only.

Training is provided to staff many times but there is no such system

Yes. We maintain a training calendar and work according to it. We give rating points also to staff for attending trainings.

Do you attend in / conferences /trade fairs / expos regularly for your personal and business growth ?

No.

Rarely, may be once a year.

May be twice a year

Yes. Almost every quarter

Do you launch a new product /service every year or every two years ?

No. We are selling same product/service since last many years.

May be once in five years

May be once in two years

Yes. Every year we come up with a new product / service

Do you have any system of improving the existing product on a regular basis ?

No. We don’t need it as there is no complaint from our customers

In case of any problem / issue only

Sometimes we select few existing products for improvements and try to improve it.

Yes. We have system of evaluation of each product, we work to improve it even if there is no issue.

Do have sufficient free time to go on seven day vacation whenever you wish ?

No. I want to go, but cannot go due to work pressure.

I can go on a vacation but I have to plan my work, at-least three months in advance.

I can go on a vacation, but I need to plan at-least a month in advance

Yes. Whenever I wish.

Do you withdraw money regularly from business for personal use ?

No. I withdraw money from business as per my personal needs only.

I withdraw money, but not regularly.

I withdraw different amounts almost every month.

Yes. I withdraw fixed amount every month without fail.

Do you save at-lest 30% of monthly earning ?

No. Hardly any savings

I save, but irregularly, I don’t know the percentage.

I save on a monthly basis, may not be 30%, but enough amount.

I save more than 30% of earning, regularly, without fail.