Technology
What supports the business
Systems in use today, their current health, and their intended roles in the Revenue Operations architecture.
Total Systems
9
Healthy
2
Need Attention
2
Avg Automation Readiness
33%
CRM & Data
Current Role
Primary CRM for contacts, deals, and some email sequences. Data quality is inconsistent — contacts are duplicated and lifecycle stages are not standardized.
Future Role
Single source of truth for all contacts, companies, deals, lifecycle stages, activities, pipeline reporting, and sales sequences.
Owner
Anggay (Operations Lead)
Known Issues
- Data quality is inconsistent — contacts duplicated, lifecycle stages not standardized
- Deal sourcing and advisory services tracked in the same pipeline
- Email sequences not yet built or activated
Open Questions
- Which HubSpot plan tier is needed for the desired automation features?
- How will the deal sourcing pipeline be separated from the advisory pipeline?
CRM data quality must be addressed before any downstream automation can be trusted.
Workflow Automation
Current Role
Primary integration tool connecting HubSpot with other systems. Existing workflows are undocumented.
Future Role
Short-term integrations and proof-of-concept automations. High-volume or complex workflows migrate to a more robust automation platform over time.
Owner
SMB Ops
Known Issues
- Existing workflows not documented — unclear what is currently running
- Monthly task usage and cost unknown
Open Questions
- Which existing workflows are running and what are they doing?
- Which workflows justify migration for cost or complexity reasons?
AI & Intelligence
Current Role
Meeting recording and transcription. Transcripts are not systematically processed or synced to HubSpot.
Future Role
Automated meeting intelligence: extract summaries, action items, decisions, and relationship signals — then push structured notes to HubSpot.
Owner
Alan (Founder)
Known Issues
- Transcripts are reviewed manually and rarely transferred to HubSpot
- No automation exists between Otter and any downstream system
Open Questions
- Does Otter provide API access or webhook triggers on the current plan?
- Which meetings should be in scope for automated processing?
API availability is the key technical dependency for the meeting intelligence workflow.
Current Role
Ad hoc AI assistance for drafting and research. Used manually, not integrated into any workflow.
Future Role
Meeting intelligence extraction, follow-up drafting, lead qualification, and buying signal analysis via API integration.
Owner
SMB Ops
Known Issues
- Currently used as a standalone tool — not connected to any automation workflow
Open Questions
- Which AI model is appropriate for each use case given cost and capability tradeoffs?
- How will prompts be versioned and maintained as automation scales?
Workspace
Current Role
Email, calendar, documents, and shared drive for all operational work.
Future Role
Continues as primary workspace. Integration points: calendar for meeting scheduling, Drive for SOP and document storage.
Owner
Anggay (Operations Lead)
Known Issues
- Shared drive structure is not standardized for automation compatibility
Open Questions
- Are there folder structures that should be standardized before automation is built?
Prospecting
Current Role
Prospecting database and some enrichment. Usage level and subscription tier unclear.
Future Role
Contact enrichment, ICP filtering, and prospecting data to supplement the HubSpot master database.
Owner
TBD
Known Issues
- Usage level unclear — uncertain if Apollo is being used for outreach or only for data
Open Questions
- What is the current Apollo subscription tier?
- Is Apollo being used for email outreach directly or only for data?
Current Role
Primary prospecting research and connection platform.
Future Role
Outreach automation layered on top of organic LinkedIn activity. Sales Navigator data integrated with HubSpot.
Owner
Alan (Founder)
Known Issues
- Connection requests and messages sent manually with no systematic tracking
- Sales Navigator data not exported or synced to HubSpot
Open Questions
- Is Sales Navigator in active use? What data is being exported from it?
- What are the current LinkedIn connection and outreach volumes?
LinkedIn automation must stay within platform guidelines to avoid account restrictions.
Current Role
Technology stack identification for prospect targeting.
Future Role
Continues as a prospecting signal source for technology-based segmentation.
Owner
TBD
Outreach
Current Role
Cold email outreach platforms. Current usage and activity levels are unclear — both tools appear to be configured but not actively running campaigns.
Future Role
Primary cold email infrastructure with domain warm-up, deliverability monitoring, and HubSpot sync. Consolidate to one platform.
Owner
SMB Ops
Known Issues
- Unclear which platform is primary — both appear to be in use
- Domain warm-up status and deliverability scores are unknown
Open Questions
- Which platform has better deliverability for DBA's domain and audience?
- What domains are configured and what is their current warm-up status?