deskwire

Sample assessment

What a Deskwire AI assessment actually looks like.

An illustrative end-to-end assessment for a fictional service business. Same structure your real assessment would follow — workflow map, opportunity matrix, readiness scorecard, recommended first build, and 90-day roadmap.

Start your assessmentHow the assessment works

Illustrative example. The business below is fictional. Numbers, screenshots, and recommendations are for illustration only — not real customer data.

The business

Northbrook Home Services (fictional).

A regional plumbing and HVAC company juggling growth, scheduling, and follow-up across four service zones.

Fictional
Industry
Home services
Team size
32 staff
Locations
1 office, 4 service zones
Annual revenue
$6.2M (illustrative)

Where work gets stuck

  • Inbound calls go to voicemail during peak hours; many never get returned
  • Estimates take 24–48 hours to send and rarely get followed up on
  • Scheduling is split across two calendars and a whiteboard
  • Invoicing reminders are sent manually and inconsistently
  • Owner has no clean weekly view of what is moving

Workflow map

How work moves through Northbrook today.

The current-state map. Each stage has a tool, an owner, and a gap that the assessment can address.

  • Lead capture

    Tools
    Phone, web form
    Owner
    Front desk
    Gap
    Voicemails sit; form submissions emailed but not tracked

  • Triage & routing

    Tools
    Notes app
    Owner
    Office manager
    Gap
    Manual classification; no SLA

  • Estimate

    Tools
    Spreadsheet + PDF
    Owner
    Field lead
    Gap
    24–48h turnaround; inconsistent follow-up

  • Schedule

    Tools
    Two calendars
    Owner
    Dispatcher
    Gap
    Double-bookings; whiteboard truth

  • Job execution

    Tools
    Field tools
    Owner
    Technicians
    Gap
    Notes retyped at the end of the day

  • Invoice & collect

    Tools
    Accounting software
    Owner
    Bookkeeper
    Gap
    Reminders manual; aging report unread

  • Reviews & retention

    Tools
    Email, SMS
    Owner
    Office manager
    Gap
    Inconsistent ask; no reactivation flow

Opportunity matrix

Where AI would create value.

Every workflow scored by impact, effort, and risk — and whether it makes a good first build.

  • Missed-call & lead-response assistant

    Yes
    Impact
    High
    Effort
    Low
    Risk
    Low/Medium

  • Estimate follow-up assistant

    Yes
    Impact
    High
    Effort
    Low
    Risk
    Low/Medium

  • Scheduling & booking helper

    Maybe
    Impact
    Medium
    Effort
    Medium
    Risk
    Low/Medium

  • Invoice reminder drafts

    Maybe
    Impact
    Medium
    Effort
    Low
    Risk
    Low

  • Review & retention flow

    Maybe
    Impact
    Medium
    Effort
    Low
    Risk
    Low

  • Owner weekly digest

    Yes
    Impact
    Medium
    Effort
    Low
    Risk
    Low

  • Internal SOP assistant

    Later
    Impact
    Medium
    Effort
    Medium
    Risk
    Low

  • Hiring screen draft

    Later
    Impact
    Low
    Effort
    Low
    Risk
    Medium

Readiness scorecard

What readiness looks like.

The scorecard separates attractive ideas from implementable workflows. Six dimensions, scored.

Workflow clarity68 / 100

Most steps known; few are documented

Data readiness55 / 100

Records exist; spread across systems

Tool stack readiness60 / 100

Modern enough; few are connected

Staff adoption readiness78 / 100

Team open; needs training and clear scope

Risk readiness62 / 100

No formal AI policy in place yet

ROI potential82 / 100

Repetitive admin and follow-up at scale

Illustrative numbers. Your assessment produces a real scorecard tied to your data, workflows, and team.

Recommended first build

One workflow. Shipped first.

The assessment ends with a recommendation: the single workflow we believe Northbrook should build first, with reasoning, scope, and guardrails.

Missed-call & lead-response assistant

Stop losing inbound leads when the front desk is on another call.

Workflow steps

  • Trigger: missed call or web-form submission
  • Action: transcribe voicemail or summarize submission
  • Action: classify urgency and category
  • Action: draft text or email response for staff approval
  • Action: create follow-up task with owner and due date
  • Owner: office manager (front-desk lead approves outbound)

Guardrails

  • Outbound replies require human approval
  • No customer financial or sensitive data stored in the assistant
  • Review log of every draft, edit, and send
  • Stop conditions: opt-outs honored automatically

Illustrative ROI

Hrs/wk reclaimed
10–14
Est. recovered revenue/mo
$9k–$15k
Payback
4–6 weeks

Numbers shown are illustrative. The real assessment produces ROI estimates tied to your call volume, close rate, and average ticket.

Out of scope

What we would not build.

A clear list of what the assessment recommends against — just as important as the build list.

  • Auto-dialing or auto-replying to customers without human approval
  • Anything that touches employee records or payroll without policy review
  • Vendor selections that lock you into a single AI provider
  • Replacing the dispatcher’s judgment with autonomous scheduling

90-day roadmap

A practical, week-by-week plan.

Build, pilot, adopt, then choose the next workflow. Every step has owners, acceptance criteria, and review checkpoints in the real deliverable.

  1. Week 1–2

    Build the missed-call & lead-response assistant

    Wire up call/voicemail capture, transcription, classification, and draft response flow. Define acceptance criteria with the front-desk lead.

  2. Week 3–4

    Pilot with one zone

    Front-desk and one service zone go live. Daily 10-min reviews of drafts; adjust prompts and scope.

  3. Week 5–8

    Adoption and iteration

    Roll out across all four zones. Add the owner's weekly digest. Document standard responses and exceptions.

  4. Week 9–12

    Plan the next workflow

    Decide on estimate follow-up assistant or scheduling helper next. Refresh the readiness scorecard with new data.

Same five steps

The structure is consistent across industries.

Intake, stakeholder interviews, workflow mapping, opportunity scoring, and a 90-day roadmap. The deliverable is tuned to your business.

  1. 01

    Intake & kickoff

  2. 02

    Stakeholder interviews

  3. 03

    Workflow mapping

  4. 04

    Opportunity scoring

  5. 05

    Roadmap & blueprint

Next step

Want a real version of this for your business?

Start the intake. We'll review your workflows and follow up to schedule the assessment call.

Start your assessmentSee how the assessment works

Vendor-neutral. Workflow-first. Human-in-the-loop.