Quick-Check | Lionheart Intelligence

When a new matter opens, how much back-and-forth does it take to get the documents and information you need from the client?

Minimal — smooth, structured process A little chasing, manageable Regular follow-up emails/reminders Significant repeated chasing

How often does someone on your team have to dig through email, shared drives, or ask a colleague to find the current status of a matter?

Rarely — status always visible Occasionally Fairly often Constantly — status lives in people’s heads

How much do deadline tracking and handoffs between attorneys and staff depend on someone remembering, rather than a system?

Not at all — systemized Mostly systemized Meaningful memory-dependence Almost entirely memory-dependent

How organized is your process for tracking open solicitations and opportunity deadlines?

Fully systemized/visible Mostly organized Loosely tracked Ad hoc — missed/nearly missed deadline

When building a new proposal, how much time goes into hunting down and reformatting content you’ve written before?

Very little Some Meaningful chunk Large share of proposal time

How scattered is the information you need for compliance reporting and contract administration — certifications, deliverables, subcontractor data?

Centralized Mostly centralized Spread across a few places Spread across many people/spreadsheets/inboxes

How much does your team re-enter the same participant or program information into multiple spreadsheets or systems?

Rarely Occasionally Regularly Constantly

When you report the same outcomes to different stakeholders — funders, board, leadership — how much of that report gets rebuilt from scratch each time?

Little Some rework Most rebuilt Entire report starts over

How much does participant follow-up and case history depend on one staff member’s memory or personal notes rather than a shared system?

Not much A little A fair amount Almost entirely

When a new client signs on, how smooth is the handoff from sales/proposal into delivery?

Seamless Mostly smooth Some information lost/re-asked Delivery starts by re-gathering information

How much time goes into rebuilding similar documents, proposals, or status updates from scratch?

Very little Some Fair amount Most start from blank page

How much client history and context lives in one person’s head or inbox rather than somewhere the whole team can access?

Very little Some Meaningful amount Most of it

How easily can you see what’s actually in progress across your team and where it stands?

Very easily Fairly easily With real effort Usually can’t without asking

How often does your team redo work because a problem wasn’t caught until later than it should have been?

Rarely Occasionally Somewhat regularly Often enough that it’s expected

How much manual effort does it take to pull a reliable report on how the business is actually doing?

Very little Moderate manual effort Significant manual effort No reliable report to pull