Stakeholder Intake

When to Send

Send the intake form after the kickoff meeting but before any functional interviews.

This ensures:

• Leaders have context on what the sprint is
• You have signal to guide interview focus
• Interviews aren't starting cold

Typical timing: send within 24 hours of kickoff, request responses within 3-5 business days.

How to Send

Use Microsoft Forms or Google Forms depending on the client's environment.

• If the client runs Microsoft 365 → Microsoft Forms
• If the client runs Google Workspace → Google Forms
• If unclear, default to Google Forms (fewer permission issues)

Include a short note from the exec sponsor when distributing. This signals importance and improves response rates.

Intake Form

Purpose: capture first-order signal from functional leaders before interviews. This informs interview focus, opportunity framing, and downstream scoring.

One response per leader. 10-15 minutes max.

View example intake form

1. Respondent Info

2. Core Responsibilities

What are the primary responsibilities of your role today?

3. Where Time Is Spent

What activities consume the most time or effort in your role?

4. Friction & Pain Points

What feels inefficient, frustrating, or broken today?

5. Biggest Challenges

What are the hardest problems you deal with on a regular basis?

6. Systems & Tools Used

What systems or tools do you rely on most?

7. Outcomes That Matter

What outcomes or metrics matter most for your role?

8. What "Better" Looks Like

If things worked perfectly, what would be different?

9. Specific Opportunities

Any specific ideas or areas where automation or AI might help?

How This Is Used

• Normalize responses into:
  • Responsibilities
  • Repeated work
  • Pain points
  • Systems
  • Desired outcomes
• Feed directly into:
  • Interview focus areas
  • Opportunity inventory
  • Deduplication and theming
  • Scoring model (impact, effort, feasibility)

This form collects signal. Analysis comes later.