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Systems Audit Checklist

20-point gap analysis of your project management operations. Check off what you have in place and see where your gaps are.

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📋 Process & Workflow

Documented standard operating procedures

SOPs exist for recurring processes like onboarding, sprint planning, and releases

Automated task creation from triggers

New tasks are auto-created when events happen (deal closed, bug filed, etc.)

Clear ownership on every task

Every task has exactly one owner — no "team" assignments

Defined escalation paths

When something is blocked or overdue, there's a clear escalation process

Handoff protocols between teams

Work transitions smoothly between design → dev → QA → release

📊 Visibility & Reporting

Real-time project health dashboard

Leadership can see project status without asking anyone

Automated status reports

Status reports are generated from data, not manually written

Risk tracking and early warning

Risks are identified and tracked before they become fires

Time tracking integrated with tasks

Actual time spent is tracked per task for future estimation accuracy

Historical velocity data

You can look back and see how fast the team actually ships vs. estimates

👥 Team & Capacity

Workload visibility per person

You can see who's overloaded and who has bandwidth at any time

Skills-based task assignment

Tasks are assigned based on expertise, not just availability

Meeting load under control

ICs have 4+ hours of uninterrupted focus time daily

Cross-functional collaboration workflows

Processes exist for how different teams work together

Burnout monitoring

There's a system to detect and address team burnout early

🔗 Tools & Integration

Single source of truth

There's one place the team goes to see what needs to be done

Tool integrations automated

Data flows between tools (Slack, GitHub, Figma) without manual copy-paste

Notification hygiene

Team gets relevant notifications only — no noise

Centralized documentation

Project docs, decisions, and context are findable in one place

Retrospective and feedback loops

Regular retros happen and action items actually get implemented

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Complete the checklist above
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Process
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Visibility
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Team
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