agency-automation-audit

Automation Stack Audit

The lightest of the bootstrap interviews — 10 minutes max. The point: capture what's already automated, what's still manual, and where AI could plug in. Personas read this so they don't recommend tools the agency already has (or worse, conflict with them).

Goal

Produce memory/automation-stack.md capturing the agency's current stack across the agency's own operations — not their clients' stacks. Categories:

• CRM / Pipeline — HubSpot, Pipedrive, Notion, spreadsheet?
• Email — Gmail, Outlook?
• Calendar — Google, Outlook?
• Internal comms — Slack, Teams?
• External comms — WhatsApp, Telegram, email-only, Loom?
• Project / task management — Notion, ClickUp, Linear, Asana?
• Docs / wiki — Notion, Google Drive, Coda?
• Automation glue — Zapier, n8n, Make.com, none?
• AI tools — Claude, ChatGPT, Gemini, Cursor, others?
• Accounting / invoicing — Xero, QuickBooks, Stripe, ThriveCart?
• Calls / meetings — Zoom, Google Meet, Riverside?
• Recording / transcription — Fathom, Otter, Granola, Read.ai?
• Custom GPTs / Claude Projects — what's already built?

Method

Run through the categories in one pass. For each:

• "What do you use for X — or is it nothing yet?"
• "Is that automated, or are you still doing it manually?"

Don't moralize. If they're using a spreadsheet for CRM, capture that — don't pitch HubSpot. The point of this file is truth, not aspiration.

After the run-through, three quick questions:

1. Where do you spend the most manual time per week? (the AI-ification candidate)
2. What's broken or partially-broken? (the fix-first candidate)
3. What do clients see vs. what's internal? (the brand-touchpoint inventory)

Output

# Automation Stack

**Last updated:** YYYY-MM-DD

## Current stack

| Category | Tool | Automated? | Notes |
|---|---|---|---|
| CRM | ... | ✅ / 🟡 / ❌ | ... |
| Email | ... | ... | ... |
| Calendar | ... | ... | ... |
| Internal comms | ... | ... | ... |
| External comms | ... | ... | ... |
| Project mgmt | ... | ... | ... |
| Docs / wiki | ... | ... | ... |
| Automation glue | ... | ... | ... |
| AI tools | Claude (this OS) + ... | ... | ... |
| Accounting | ... | ... | ... |
| Meetings | ... | ... | ... |
| Transcription | ... | ... | ... |
| Custom GPTs / Projects | ... | ... | ... |

## Manual hotspots (AI-ification candidates)
1. ...
2. ...
3. ...

## What's broken or fragile
- ...

## Brand touchpoints (client-visible)
- ...

## Gaps (no tool yet)
- ...

## MCP integrations available
{list which of the above have a Claude MCP — Slack, Gmail, Calendar, Notion, Linear, etc.}

After writing

Bootstrap complete. Five files in memory/. Personas are online.

Try it: run /agency-head-of-sales and ask "what should I work on this week?" — they'll answer in your voice, with your offer, for your ICP, against your driver positioning.