Pre-Mastermind Assessment

Weekly Team Reporting & KPI Structure That Actually Drives Results

Please complete this worksheet and return it at least 48 hours before our mastermind session. This will help me tailor our discussion to your specific needs and current tracking systems.

Agency Name

Your Name

First

Last

Your Role

How long have you been in business?

Current Team Size

How long do your typical team meetings last?

15-30 min
30-60 min
60-90 min
Over 90 min

What percentage of your team meetings would you say focuses on looking backward (what has already happened)?

less than 25%
25-50%
50-75%
more than 75%

What percentage of your team meetings would you say focuses on looking forward (what happens next)?

less than 25%
25-50%
50-75%
more than 75%

On a scale of 1-10, how engaged is your team during meetings?

Selected Value: 0

What's your biggest frustration with your current meeting structure?

Meetings feel like status updates with no real progress
Too much time, not enough action
Lack of accountability or follow-up after meetings
The right people aren’t always in the room
Conversations get off track / not focused
Meetings don’t develop leadership skills in my team
Other

(if other)

How often are they reviewed?

Weekly
Monthly
Quarterly
Annualy

Who's responsible for reporting on them?

(if other)

How often are they reviewed?

Weekly
Monthly
Quarterly
Annualy

Who's responsible for reporting on them?

(if other)

How often are they reviewed?

Weekly
Monthly
Quarterly
Annualy

Who's responsible for reporting on them?

KEY IMPACT MEASUREMENTS (KIMs) - What are the 3 most important outcomes your agency needs to achieve this quarter?

Improve client satisfaction and retention
Strengthen caregiver recruitment and retention
Increase overall profitability / financial stability
Boost employee engagement and leadership development
Improve operational efficiency (reduce costs, streamline processes)
Strengthen referral source relationships / grow new business
Enhance compliance and quality assurance
Successfully implement new technology or systems
Other

(if other)

In general, how are you currently measuring progress?

We don’t have a way to measure this yet
Basic tracking (spreadsheets, manual check-ins)
Reports from our scheduling/HR/CRM system
Financial reports or budget vs. actuals
Client/caregiver satisfaction surveys or feedback
Staff performance reviews or leadership assessments
Other

(if other)

TEAM ACCOUNTABILITY & LEADERSHIP DEVELOPMENT - When a team member misses a goal or target, what typically happens?

We discuss it in the next team meeting
I have a private conversation with them
They create their own action plan to get back on track
We adjust the goal/target
Nothing specific happens
Other

Who sets the goals and targets for each team member?

I set all goals for my team
We set goals together collaboratively
Team members set their own goals with my approval
Team members set and own their own goals
We don't really have individual goals

How do your team members typically respond when you ask "What's your plan to hit your numbers?"

They have a clear, specific plan ready
They give general ideas but no specifics
They look to me for the solution
They make excuses about why it's not possible
They've never really been asked this question

you’re What How

When facing a challenge (like low census or scheduling issues), who typically comes up with the solution?

I figure it out and tell the team what to do
I guide them toward the right solution
The team brainstorms and I pick the best idea
The responsible team member owns finding the solution
We land on a solution together
We all just hope it works itself out

On a scale of 1-10: How comfortable are your team members with having difficult conversations with clients, families, or each other?

Selected Value: 0

What's your biggest challenge in getting your team to think and act more like leaders?

They wait for direction instead of taking initiative
They struggle with accountability and follow-through
They avoid difficult conversations or decision-making
They focus only on tasks, not the bigger picture
They lack confidence in their own leadership ability
Other

What's your biggest challenge in getting your team to think and act more like leaders?

CURRENT CHALLENGES - What data do you wish you had better visibility into?

Caregiver performance and reliability
Client satisfaction and retention
Profitability by service line or client type
Recruiting and hiring effectiveness
Marketing ROI and referral sources
Staff engagement and leadership growth
Compliance and quality metrics
Other

Which team member(s) struggle most with accountability?

What feels like the biggest gap between what you’re currently measuring and what actually impacts your business? (Select all that apply)

We track tasks, but not actual outcomes.
We measure caregiver hours, but not client satisfaction/retention.
We focus on revenue, but not profitability.
We measure compliance, but not team growth or leadership.
We don’t consistently measure KPIs at all.
Other

If you could wave a magic wand and fix one thing about your current reporting/tracking system, what would it be?

Make reports easier to generate and understand
Reduce manual data entry / automate more
Ensure data is accurate and up to date
Connect reporting directly to business outcomes (not just numbers)
Provide clearer insights for decision-making
Other

GOALS FOR OUR SESSION - What specific outcome do you want from our mastermind session?

What's the biggest obstacle preventing you from implementing better KPI tracking right now?

On a scale of 1-10, how ready is your team for implementing new reporting structures?

Selected Value: 0

Any specific questions or challenges you'd like me to address during our session?

QUICK WIN OPPORTUNITY - Think about your last team meeting. What was one thing discussed that, if followed up on consistently, could have the biggest positive impact on your agency in the next 30 days?

Weekly Team Reporting & KPI Structure That Actually Drives Results

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