Free
Audit Checklist
Agency Ops Audit Checklist
40 questions across 6 areas of your agency. Run this audit in 30 minutes to find exactly where your operations are leaking - time, money, or client relationships. Honest answers only.
How to score it
Go through every question and answer Yes, Partial, or No based on how your agency actually operates today - not how you want it to, or how it occasionally does. Add 1 point for Yes, 0.5 for Partial, 0 for No. Maximum score is 40.
0 - 15
High risk. Significant operational gaps that are likely costing you clients and team capacity.
16 - 28
Moderate. You have some structure but key gaps that will limit how far you can scale.
29 - 40
Strong. Your ops are working. Focus on optimising rather than fixing from scratch.
Every active project has a clear owner responsible for delivery
One person, not a group. If it is everyone, it is no one.
Every project has a documented deadline that the team knows about
Not just in the account owner's head or buried in an email thread.
You can see the status of every active project in under 2 minutes without asking anyone
If you need to message someone to find out, this is a No.
Your team knows what to work on each day without the founder directing them
If you are the task assigner, this is the problem.
Blockers and at-risk deliverables are flagged proactively, before they become late
There is a consistent way to hand off work between team members
Your project management tool is used consistently by the whole team, not just one or two people
When a team member is out sick, someone else can pick up their work without calling them
You have a consistent onboarding process that runs the same way for every new client
You know the health status of every client relationship right now, without having to think hard
Clients are never surprised by deliverable status - they always know what is coming and when
You know every renewal date and no contract has ever expired without a proactive conversation
When a client asks "where are we with X", you can answer in under 2 minutes
You have a documented offboarding process when a client engagement ends
Client communication is logged somewhere accessible to the whole account team, not just in personal inboxes
Every team member has a clear role with documented responsibilities - not just a job title
New team members can get up to speed on how the agency operates without relying entirely on the founder
Team members know what "done" means for the work they are responsible for
You have a recurring meeting rhythm that does not waste people's time and actually moves things forward
Team members raise problems proactively rather than waiting to be asked
You have a clear way to onboard new hires that does not require the founder's full attention
The agency could run for 2 weeks without the founder if needed
This is the ultimate test of whether you have a system or a dependency.
Your most repeated processes are documented as SOPs that your team actually uses
When you hire someone new, the SOPs tell them how to do the job - not just that the job exists
Critical knowledge is not locked inside one person's head
Your SOPs are reviewed and updated at least once a year
Recurring tasks have templates so they do not get reinvented from scratch each time
When something goes wrong, there is a documented process for addressing it - not a reactive scramble
Your team uses one project management tool consistently - not a mix of email, WhatsApp, and spreadsheets
There is one place where all work information lives - not scattered across 5 different platforms
Your tools are set up to match how your team works, not the other way around
You are not paying for tools that nobody uses
New team members can navigate your tools without a 3-hour orientation from the founder
You have automated at least one repeating administrative task in the last 12 months
Decisions that should be made by your team are being made by your team, not escalated to you
Client relationships are not entirely dependent on you personally - others on the team have strong client contact
You can take a full week off without things falling apart or requiring you to be reachable
You spend less than 30% of your week on work that only you can do
When you onboard a new client, you do not have to personally manage every step of the process
You have a clear plan for what needs to change for the agency to run without you in the next 12 months
What to do with your score
Under 15: Your agency is running on people, not systems. The risk is high - key person dependency, inconsistent delivery, and a ceiling on how many clients you can take on. The fix is not working harder. It is building the infrastructure you are missing.
16 to 28: You have made a start but there are specific areas dragging your score down. Look at which sections scored lowest - those are your highest-leverage areas to fix. Usually it is either founder dependency or documentation that holds agencies back at this stage.
29 to 40: Your operations are working. The focus at this stage should be on optimising what you have and building ahead of where you are growing - not starting from scratch.
If you scored below 28 and want to fix the gaps rather than just identify them, that is exactly what a Runflow build addresses.