How it works · JZ Operations

01The audit

Operations & AI Audit, defined.

The Operations & AI Audit, defined

Time

A focused review of one workflow. The delivery date and the readout call are agreed in writing before kickoff.

When the clock starts

Kickoff happens once the agreement is signed, payment is received, a point of contact is named, system access is granted, and interviews are on the calendar. Delays in access or scheduling move the timeline, not the price.

Scope

One priority workflow, such as lead to sale or new hire to producing
Up to 6 team interviews
Read-only review of the systems and sample records in scope
No building, configuring or rewriting during the audit

What you provide

One point of contact who can schedule and grant access
Read-only access or screen-share
A handful of example records with sensitive data removed
The owner at the readout to make decisions

What you receive

A one-page map of how the work flows today
Prioritized findings with the evidence behind each
Quick wins your team can do without outside help
A 30-day plan and, if you want it, a scoped implementation proposal
A 60-minute readout call

Not included

Additional workflows (quoted separately)
Building SOPs, trackers, dashboards or automations
Legal, tax or regulatory advice. I flag risks for your advisors.

You keep everything. The findings and plan are yours. Implement them with your own team, with me, or with anyone else. There's no obligation to continue.

Book a free 30-minute call See a sample readout

02The method

The JZ Operating System

Five stages, run the same way every time, so results don't depend on luck or on one heroic employee.

01

Discover

Talk to the people doing the work. Learn what the business is really trying to do.

02

Diagnose

Trace real records. Find where ownership, documentation and systems break down.

03

Design

Lay out the target model: owners, handoffs, SOPs, and where AI fits.

04

Deploy

Build it in your tools, train the team, and test it with real work.

05

Optimize

Measure, review weekly, and tighten what isn't working.

03Sample readout

What you get at the end of an audit.

A shortened example. The business, people and numbers are invented to show the format.

Summit Ridge Auto Group

Fictional example Workflow reviewed: internet lead to first appointment

How the work flows today

Lead arrivesWebsite form or third-party site, into the CRM

Auto-replyCRM sends a template email within a minute

AssignmentAfter 6 PM, leads wait for the morning BDC lead to assign them

First callAssigned rep calls and logs the attempt

AppointmentSet in the CRM calendar and confirmed by text

Evidence reviewed

4 interviews: BDC lead, two reps, sales manager
CRM export of 30 days of internet leads, names removed
Screen-share of the assignment rules and the BDC dashboard
Two weeks of the manager's morning huddle notes

The issue: finding 1 of 6

Supporting observations: Evening leads have no assigned owner until the next morning. For 41 of the 112 evening leads in the export, we could not verify timely contact from the records reviewed.
Business impact: If those leads aren't being called promptly, the dealership is paying for leads it isn't working. The gap starts at the assignment step.
Recommended priority: High. It is low cost to fix and affects every evening lead.
Owner and next step: BDC lead names an evening owner and a backup this week.

Limitation: some reps call from their cell phones and log the call late or not at all, so part of the gap may be missing activity logs rather than missing calls. Fix #3 tests this.

Three fixes, ranked

Name an evening owner.One rep per night owns new leads until 9 PM, with a backup. Low cost, starts this week.
Turn on after-hours round-robin.The CRM already supports it. Leads go straight to the evening owner instead of a holding queue.
Log every call in the CRM.Use the click-to-call the dealership already pays for, then compare two weeks of logs to confirm the real gap.

30-day plan

When	What	Owner
Week 1	Set the evening owner and backup schedule	BDC lead
Week 2	Turn on after-hours round-robin; test with a fake lead	CRM admin
Weeks 2 to 3	Move all calls to click-to-call; check daily in huddle	Sales manager
Week 4	Re-pull the same report and compare to the baseline	BDC lead, with JZ

Open the sample on its own page · Download as a PDF

Book a free 30-minute call

04Is this a fit?

Who I work best with.

Good fit

About 5 to 150 people, with sales and service handing work to each other
The owner or a leader with authority will take part
You already use a CRM, phone system or office suite you'd like to get more from
You want a clear plan you can act on, whether or not you hire help

Probably not a fit

You need legal, tax or regulatory sign-off (I'll point you to the right advisor)
You want a new software platform picked before the process is understood
No one inside can own the changes after handoff
You want someone to run your team day to day instead of building the system they run

Implementation acceptance, example

How you test it, approve it, and own it.

Every build ends with a test you run, not a demo I give. Example for the after-hours lead fix from the sample readout:

Agree the pass criteria before building. A test lead submitted at 8 PM is assigned to the evening owner within 5 minutes and shows a logged call attempt within 30 minutes.
You run the test. Your BDC lead submits three fictional leads at different times. We watch what happens in your CRM together.
Fix and retest. Anything that fails gets fixed and run again until all three pass.
You sign off. The owner approves the result in writing. That's when the build is complete.
Handoff. Your named owner gets the SOP, a short training session and admin access. The system is yours to run and change.

05Common questions

Data, access and how it works.

What data do you need, and what don't you take?

Read-only access or a screen-share, plus a handful of example records with sensitive details removed. I don't collect Social Security numbers, Medicare or policy numbers, banking or card details, health information, or passwords. If a record needs to show a customer, we use initials or a made-up name.

Where is my information kept?

Working notes stay in a private business workspace with access limited to me. Shared files are deleted or returned at the end of the engagement unless you ask me to keep them. Your results are never published or used as a case study without your written permission.

Do you use AI on my business data?

Only with your approval, only on information with sensitive details removed, and only in business-grade tools that don't train on your data. A person reviews anything AI produces before you see it.

Can you work in the systems we already have?

Yes, and that's the default. Most fixes start by configuring tools you already pay for before recommending anything new.

Do we have to hire you after the audit?

No. You keep the findings and the plan and can implement them internally. If you want help, implementation is scoped and priced separately.

Do you work remotely?

Yes. I'm based in Denver, Colorado and work with businesses anywhere in the US by video and screen-share.