Tech Talks with Grace — E13: Intake Workflows (Design a Clear Intake Process Your Team Can Follow)
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Tech Talks with Grace — E13: Intake Workflows (Design a Clear Intake Process Your Team Can Follow)
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About this listen
Fixing intake isn’t just about collecting the right information—it’s about designing a repeatable workflow your team can execute without improvising. In Episode 13 (Pillar 5 — Intake Excellence & First Touch Systems), Grace breaks down how to build a clear, consistent intake workflow that protects your delivery timeline, improves client experience, and makes automation reliable. In this episode: • The difference between an intake form and an intake workflow • How to define one “canonical” intake path (so requests don’t enter 5 different ways) • How to set an “Intake Complete” definition (what must be true before work begins) • Where intake usually breaks: ownership, delays, missing fields, and unclear next steps • How to route intake to the right team/tool without creating extra admin work Do this today: 1) Choose ONE intake entry point you want to standardize first 2) Write your “Intake Complete” checklist (3–7 required items) 3) Assign one owner + one response-time target (so momentum is protected) Next: How to measure and improve intake performance (response time, completion rate, rework).