Velocity Diagnostic — Client Prep Version
Pre-call diagnostic for warm clients. Designed to map their operational landscape before a 30-minute call, so the conversation starts at solutions — not discovery.
Business: StackFast
Use case: Send to confirmed warm leads before the first call
Target completion time: 2 minutes
Questions: 5
Framing — How to Send It
"Before we chat, I'd love you to fill in a quick Velocity Diagnostic — 5 questions, takes about 2 minutes. It means I can come to our call with ideas already mapped to your business, instead of spending the first 15 minutes on background."
For more formal contexts (email, LinkedIn DM to a referral):
"To make the most of our time together, I run a short Business Velocity Diagnostic before every first call. It takes about 2 minutes and lets me map your current bottlenecks so our conversation is entirely about solutions — not information gathering."
Question Design
Each question has one job: give you something actionable before the call starts.
| Question | What it tells you | How you use it on the call |
|---|---|---|
| Q1: What's eating your time? | Pain points + build scope | You know what to talk about |
| Q2: How is it getting done today? | Technical starting point + migration complexity | You know what you're replacing |
| Q3: What type of solutions interest you? | Solution appetite + engagement shape | You know what to propose |
| Q4: What would make this a success? | Their definition of done + success metric | You know what to measure and how to close the call |
| Q5: Anything else? | Context you didn't ask for | You catch the real reason they booked |
The 5 Questions
Q1: "What's eating your time right now?"
Type: Multi-select (pick up to 3)
Purpose: Maps the pain landscape and reveals build scope
Options:
- Manual data entry between systems (spreadsheets, copy-paste between tools)
- Quoting, invoicing, or billing processes
- Customer communication and follow-ups
- Scheduling, booking, or job management
- Reporting — pulling numbers from multiple places to see how the business is going
- Onboarding new clients or staff
- Something else: _______________
- Number of selections = breadth of pain. 3 picks = they're drowning, not just annoyed.
- Specific selections map to build types: quoting tool, customer portal, scheduling app, dashboard, onboarding flow.
- "Something else" with detail = they've been thinking about this. Read it carefully — it's often the real problem.
Selection → Build type mapping:
| Selection | Likely build | Typical scope | Example output |
|---|---|---|---|
| Manual data entry | Integration layer or unified system | Connect 2-4 existing tools OR replace with one | Zap-free data flow between Xero, CRM, and job management |
| Quoting/invoicing/billing | Quoting tool with invoice generation | Custom quote builder → auto-invoice → payment tracking | Client sees a branded quote, accepts online, invoice auto-sends |
| Customer communication | Client portal or automated follow-ups | Centralised comms + triggered emails/SMS | Client logs in to see job status, gets auto-updates at each stage |
| Scheduling/booking/jobs | Scheduling app or job board | Calendar + assignment + status tracking | Drag-and-drop job board, team sees their day, client gets notified |
| Reporting | Dashboard | Pull data from existing tools into one view | Live dashboard showing revenue, pipeline, job status, team utilisation |
| Onboarding | Workflow automation | Checklist-driven process with auto-triggered tasks | New client triggers: welcome email → doc request → setup tasks → intro call |
A client who picks "quoting" + "reporting" probably needs a single system where quotes become jobs become invoices become dashboard data. One build, three problems solved. Look for these connections before the call.
Q2: "How is this work getting done today?"
Type: Single select
Purpose: Reveals technical maturity and what you're displacing
Options:
- Spreadsheets and documents (Google Sheets, Excel, Word)
- A mix of tools that don't talk to each other (Xero + Trello + email, etc.)
- One main platform that doesn't quite fit (e.g., a CRM doing things it wasn't built for)
- Mostly manual — phone calls, paper, memory
- We built something in-house but it's held together with tape
- Spreadsheets / manual = classic StackFast sweet spot. No existing system to fight — you're building fresh.
- Mix of tools = integration play. The value prop is "one system instead of five." Ask which tools on the call.
- One platform that doesn't fit = they've already invested. Tread carefully — the solution might be configuration, not a new build. Worth exploring on the call.
- Built in-house = they already understand custom software value. Highest-fit signal. Ask what broke and why.
Answer → Engagement approach:
| Answer | What it means | Your approach on the call | Migration complexity |
|---|---|---|---|
| Spreadsheets/documents | No system of record. Data lives in files, possibly across multiple people's drives. | "We're building from a clean slate — that's actually easier." Frame as greenfield, not replacement. | Low — export and import, or rebuild from scratch |
| Mix of tools | They've tried to solve this. Each tool handles a piece but nothing connects. | "Which tools are you keeping and which are you happy to drop?" Some tools (Xero, email) stay — you build the glue. | Medium — need to understand which integrations to preserve |
| One platform that doesn't fit | They've invested time and possibly money into something. Switching cost feels high. | Explore before proposing replacement. "What does it do well? What's the gap?" The build might be an add-on, not a replacement. | Medium-High — data migration + retraining + potential sunk cost resistance |
| Mostly manual | No digital infrastructure. Processes live in people's heads. | Biggest transformation potential but also biggest change management challenge. "We'll start with the one process that hurts most and build from there." | Low technically — but high in process design (you're documenting what doesn't exist yet) |
| Built in-house | They already believe in custom software. Something went wrong — budget, developer left, scope creep, wrong tech choice. | "What worked about it? What broke?" You're not selling custom software — they're already sold. You're selling reliability and finish. | Variable — might inherit codebase, might start fresh. Ask on the call. |
These clients have already spent money and time. If you immediately propose replacing their system, you're telling them their previous decision was wrong. Instead, explore whether you can build alongside it, integrate with it, or handle the specific gap it can't fill. Only propose replacement if they bring it up first or the platform is clearly the bottleneck.
Q3: "What type of solutions interest you?"
Type: Multi-select (pick all that apply)
Purpose: Reveals what they think the solution looks like — and opens the door for offerings they might not know you provide
Options:
- Custom software — a purpose-built app or system for your business
- AI agent in Slack/Teams that can answer questions, pull data, or run tasks
- Client-facing AI agent — answers customer questions via chat, email, or SMS
- Automated file processing — documents, invoices, or forms processed from a folder or inbox
- AI-powered workflow — smart routing, classification, or decision-making baked into your processes
- Claude/AI setup and training — get your team using AI tools effectively
- Integrations — connect the tools you already use so data flows automatically
- Not sure yet — I just know something needs to change
- Custom software = they're thinking big. Full Build territory. They want something that's theirs.
- AI agent (internal or client-facing) = they've seen what AI can do and want it applied to their context. High excitement, often unclear on scope — your job is to ground it on the call. Client-facing agents could be chat, email, SMS, or multi-channel.
- Automated file processing = very specific, very actionable. These are often quick wins — great for a first engagement that builds trust.
- Claude/AI setup = training and enablement, not a build. Different engagement shape — consulting/workshop, not a project.
- Integrations = they want to keep their existing tools but make them work together. Classic glue-layer build.
- "Not sure yet" = highest-value signal. They have the pain (from Q1) but don't know the solution. That's your expertise — the call is where you connect their problem to a concrete approach.
Selection → Engagement shape:
| Selection | Engagement type | Typical deliverable |
|---|---|---|
| Custom software | Full Build or Quick Build | Purpose-built web app, internal tool, or client portal |
| AI agent (Slack/Teams) | Quick Build | Slack bot connected to their data sources, trained on their processes |
| Client-facing AI agent | Quick Build | AI agent trained on their business, deployed across chat, email, SMS, or multi-channel |
| Automated file processing | Quick Build | n8n/automation workflow — folder watch → process → output |
| AI-powered workflow | Full Build | Smart routing, auto-classification, decision support within existing systems |
| Claude/AI setup & training | Consulting / Workshop | Half-day or full-day session, team onboarding, workflow design |
| Integrations | Quick Build | API connections between existing tools, data sync, unified dashboard |
| Not sure yet | Discovery call → scope doc | The call itself is the deliverable — you help them see the options |
A client who picks "AI agent" + "integrations" is telling you they want something smart that connects to what they already use. A client who picks "custom software" + "not sure yet" wants something big but needs you to define it. These combinations shape your call strategy.
Q4: "What would make this engagement a success?"
Type: Free text (1-2 sentences)
Purpose: Gets their definition of done in their own words — this becomes your success metric and your closing line on the call
Placeholder text: "If we nailed this, what would be different in 3 months? e.g. 'My team stops spending Friday afternoons on reporting' or 'Clients can check their job status without calling us'"
- Specific and measurable — "Stop spending 10 hours a week on manual data entry" = they know their pain and can measure improvement. High readiness. Use their exact words in the scope doc.
- Outcome-focused — "Take on 30% more clients without hiring" = they're thinking about growth, not just fixing annoyances. Lead with ROI on the call.
- Feeling-focused — "Not dread opening my inbox on Monday morning" = the pain is emotional, not just operational. Acknowledge it on the call — they want to feel heard, not just optimised.
- Vague — "Be more efficient" or "modernise" = they haven't articulated the problem yet. The call is where you help them get specific. Ask: "What does efficient look like day-to-day?"
How this replaces the old ranking question:
The ranking question asked "what's most important?" — this question answers the same thing but better. When someone says "I want my team to stop doing double-entry between Xero and our job board," you know exactly what to lead with. You don't need them to rank their checkboxes — their outcome statement tells you what matters most.
How to use it on the call:
Open with it. Literally.
"You said the ultimate win would be [their exact words]. Let me show you how we'd get there."
Then close with it:
"So based on everything we've discussed, here's how the scope doc will frame success: [their words back to them]. If the build delivers that, we've nailed it."
This creates a bookend — you start and finish with their definition of success. It makes the call feel like it was designed around them (because it was).
Q5: "Anything else I should know before we talk?"
Type: Free text (optional)
Purpose: Catches context, constraints, or the thing they really wanted to say
- Budget signals — "We've got a budget set aside for this" or "we're tight on cash right now"
- Timeline signals — "We need this before [date]" or "no rush"
- Stakeholder signals — "My business partner needs convincing" or "the team is on board"
- Past experience — "We tried [X] before and it didn't work" = critical context
- Blank = totally fine. Not everyone has something to add. Don't read into it.
Common response patterns and what to do with them:
| What they write | What it really means | How to use it |
|---|---|---|
| Nothing (blank) | They've said what they need to say in Q1-Q3. No hidden agenda. | Don't overthink it. Proceed with your Q1-Q3 prep. |
| A detailed paragraph | This is the person who's been thinking about this for months. They've got a vision — or a frustration — that didn't fit the structured questions. | Read it carefully. This often contains the emotional driver behind the project. Reference their exact words on the call. |
| "We've tried [tool/agency/developer] before" | Past failure. They're cautious. Trust is the #1 issue, not capability. | Don't dismiss what they tried. Ask what went wrong on the call. Position your process as addressing that specific failure mode. |
| "My partner/boss needs to see the value" | There's a decision-maker you haven't spoken to. Your contact is bought in but can't sign off alone. | Your scope doc needs to sell to someone who wasn't on the call. Make it clear, quantified, and shareable. Offer a short follow-up call with both parties. |
| "Budget is tight" / "We're a small business" | They're pre-negotiating. They want this but they're afraid of the price. | Don't discount. Right-size the scope. On the call, lead with the smallest high-impact build (Quick Build territory) and frame bigger work as future phases. |
| "We need this by [specific date]" | Real deadline — event, season, compliance, contract start. | Work backwards from the date in your scope doc. If it's tight, be honest: "Here's what we can deliver by then, and here's what comes after." |
| "I'm not technical" | They're worried they won't understand what you're proposing. | Adjust your language on the call. Zero jargon. Describe everything in terms of what they'll see and do, not how it works underneath. |
The structured questions give you the map. Q4 gives you the terrain — the politics, the emotions, the history. When someone takes the time to write something here, treat it as the most important part of the diagnostic.
Call Prep — How to Use the Responses
Before the call, spend 5 minutes reviewing their answers and prep this:
1. Opening line (from Q4 — their success metric)
"You said the ultimate win would be [their exact words] — I've been thinking about how to get you there, and here's what I'd suggest..."
2. Current state summary (from Q2)
"It looks like you're currently running this on [their answer]. That tells me..."
3. Solution direction (from Q3 — what interests them)
Know what they're expecting before you propose. If they picked "AI agent in Slack," don't open with a custom web app. Meet them where they are, then expand if the conversation warrants it.
4. Opportunity map (from Q1 + Q3 + Q4 together)
Draft a mental model of 2-3 things you could build, shaped by what they selected in Q3 and anchored to their success metric from Q4. You don't need to present all of them — but having the map means you can pivot if the conversation goes somewhere unexpected.
5. Watch for (from Q5)
Note any constraints, stakeholders, or past failures to be aware of. Don't lead with these — but don't be blindsided either.
Post-Call — What to Do With the Data
- Update CRM/Airtable with their responses + call notes
- Tag lead temperature based on call outcome (hot / warm / nurture)
- If proceeding: use Q1 + Q3 + Q4 responses to shape the proposal scope — Q4 becomes the success metric in the scope doc
- If nurturing: add to email sequence, reference their specific pain points in follow-up content
Implementation Notes
- Platform: Tally.so (clean, free, embeddable, supports conditional logic for Q3 ranking)
- Branching: Q3 "Something else" text field shown conditionally when "Something else" is checked in Q1
- Data destination: Airtable or NocoDB → n8n workflow for notification
- Notification: Slack/email alert when a diagnostic is completed, with responses inline so you can prep immediately
Comparison to Lead Gen Version
This diagnostic is not the same as the lead gen version. Key differences:
| Lead Gen Version | Client Prep Version | |
|---|---|---|
| Audience | Cold/unknown inbound | Warm clients with a call booked |
| Purpose | Qualify fit + score leads | Map landscape + prep the call |
| Scoring | Yes (18-24 hot, 12-17 warm, 6-11 cool) | No scoring — every response is useful |
| Questions | 6 (includes timeline, cost-of-inaction) | 5 (pain, current state, solution interest, success metric, open text) |
| Outcome | Routes to outreach, nurture, or discard | Shapes the call agenda |
| Tone | Professional but evaluative | Collaborative — "help me help you" |