Welcome to your Knowledgebase
Here's everything you need — watch our introduction, then follow your 90-day getting started sequence below.
Welcome to Knowledgebase.business — Roy West
What's here, where to start, and what the next 90 days looks like
Coming soon on Vimeo · approx. 5 min
Your first 90 days
Getting started — follow these four steps
Most people start here. Detail your frustrations, better understand how work flows through your business, then start mapping your processes and share the results with your team.
1
😤 Frustration log
Start here
Get everything out of your head and onto the page. What's slowing you down? What breaks every week? What do you wish worked differently? This is the raw material everything else is built from.
Open frustration log →
2
🗺️ Mind map your business
Turn your frustrations into a picture of how your business actually runs. A mind map makes the invisible visible — you'll see connections, gaps, and priorities you couldn't see before. We use Coggle for this.
Open Coggle →
3
📝 Start documenting your processes
Take what came out of your mind map and start writing it down properly. One process at a time. Use the process mapper to structure each one — steps, ownership, systems, and handoffs. This is where your knowledge base gets built.
Open process mapper →
4
🚀 Get your team using it
Your knowledge base only delivers value when your team uses it every day. Introduce them to the tools, share the relevant processes, and make it the place everyone goes first when they have a question. That's when work stops feeling hard.
Read the setup guide →
Layer 1
The Engine
Six areas of your business — everything your team needs from day one. Click any area to see your tools.
One plan. One action. One result.
The biggest mistake most business owners make is starting everything at once. A new system here, a new process there, a tool for this, a meeting about that. Six weeks later nothing is finished and the business is more complicated than when you started.
Pick one area. Work through the steps. Finish it before you move to the next one. When your team is ready to take on more, add another area. Not before.
Pick one area. Work through the steps. Finish it before you move to the next one. When your team is ready to take on more, add another area. Not before.
Marketing
2 tools active
▾
Script library
Word-for-word scripts for phone, enquiries, difficult conversations.
→
Contact manager
Lite CRM — clients, referral partners, suppliers.
→
Wk 1–2
Write down who your ideal client actually is. Not who you'd like — who actually buys from you and refers you.
Wk 3–4
Document how a new enquiry currently gets handled. From first contact to first meeting.
Wk 5–6
Build your script library — phone scripts, email responses, difficult conversations.
Open script library
Open script library
Wk 7–8
Map your referral sources. Who sends you work and what do you do to stay front of mind?
Wk 9–10
Review your pricing. Does it reflect the value you deliver?
Wk 11–13
Build a simple 90-day marketing plan — three channels, three messages, one goal.
Sales
1 tool active
▾
Wk 1–2
Map your current sales process — from first conversation to signed client. Write down every step as it actually happens, not how it should happen.
Wk 3–4
Identify where you're losing deals. At what point do prospects go quiet? That's where the process is broken.
Wk 5–6
Document your follow-up process. How many times do you follow up, how, and when? Most businesses lose sales here.
Wk 7–8
Build your proposal or quote template — consistent, professional, and easy to produce every time.
Wk 9–10
Define what a good client looks like and what a bad one costs you. Start saying no to the wrong ones.
Wk 11–13
Set a simple sales target and a weekly number to hit it. Revenue doesn't manage itself.
Delivery
2 tools active
▾
Process mapper
The foundation tool. Map all processes across six areas. Start here.
→
Process form
Document each process — steps, ownership, systems, handoffs.
→
Wk 1–2
List every service or product you deliver — all of them, including the occasional ones.
Wk 3–4
Pick your most important delivery process and document it properly.
Open process form
Open process form
Wk 5–6
Identify the handoff points — where does work move between people? That's where things get dropped.
Wk 7–8
Document your quality check process. How do you know the work is right before it leaves?
Wk 9–10
Build a client communication template — how you update clients, how often, and who owns it.
Wk 11–13
Review your delivery capacity. Can you deliver what you're selling without burning people out?
Admin
3 tools active
▾
Transaction coding assistant
Code receipts by typing, photo, or PDF.
→
COA checker
Audit your chart of accounts for GST errors and duplicates.
→
Holiday calendar
All Australian states and territories. Team leave tracking.
→
Wk 1–2
Review your chart of accounts. Are things coded consistently? Run the COA checker now.
Open COA checker
Open COA checker
Wk 3–4
Document your invoicing process — who raises it, when, how, and what happens when it's not paid.
Wk 5–6
Set up your holiday and leave calendar. Get every team member's leave visible in one place.
Open holiday calendar
Open holiday calendar
Wk 7–8
Document your payroll process — every step, every deadline, who owns it.
Wk 9–10
Map your compliance obligations — licences, registrations, renewals. Nothing should be a surprise.
Wk 11–13
Build a simple cash flow tracker. Know your numbers every week, not just at tax time.
Management
3 tools active
▾
Daily planner
Three priorities, a task list, and space for notes.
→
Review cycle
Fortnightly pulse and quarterly deep review.
→
Strategy and decision audit
Where is this business going and how does it decide?
→
Wk 1–2
Run the strategy and decision audit. Understand where the business is and how decisions actually get made.
Open strategy audit
Open strategy audit
Wk 3–4
Document your weekly rhythm — what meetings happen, who attends, what gets decided.
Wk 5–6
Set your 90-day priorities. Three things that matter most. Everything else is secondary.
Wk 7–8
Build your daily planner habit. Start every day with three priorities, not an inbox.
Open daily planner
Open daily planner
Wk 9–10
Define how performance is measured in your business. What does good look like?
Wk 11–13
Run your first quarterly review. What worked, what didn't, what changes next quarter.
Open review cycle
Open review cycle
People
4 tools active
▾
Task queue
Assign tasks, set daily capacity, keep everyone moving.
→
Frustration log
Team logs what slows them down. We turn it into solutions.
→
Change log
Every improvement recorded — before, after, and what it saved.
→
Quarterly update
Build your quarterly progress report for the business owner.
→
Wk 1–2
Mind map every activity in the business. Everything that happens — big, small, daily, occasional. Get it all visible before you try to organise it.
Open Coggle
Open Coggle
Wk 3–4
Document every role — what each person owns and what they're accountable for. Use the mind map to make sure nothing falls through the gaps.
Wk 5–6
Start the frustration log. Get the team logging what slows them down every day.
Open frustration log
Open frustration log
Wk 7–8
Set up your 1:1 rhythm. Every direct report, fortnightly minimum.
Wk 9–10
Document your onboarding process. How does a new person become useful in your business?
Wk 11–13
Run your first performance conversation and build a simple people plan — who do you need in the next 12 months and what does it cost?
Open review cycle
Open review cycle
Layer 2
The Industry Layer
Tools configured for your specific industry. Set up during onboarding.
🛠
Industry-specific tools
Your industry tools are being built and will appear here when they're ready. If you have a specific tool or process in mind, let us know — we'll prioritise it.
In progress
Layer 3
Your Program
Five stages of the business lifecycle — each a dedicated program built for where you are right now.
🌱
Stage 1
Start
Coming soon
📘
Stage 2
Build
$79 / month
🔝
Stage 3
Ceiling
$99 / month
📈
Stage 4
Scale
Coming soon
🏁
Stage 5
Exit
Talk to Roy
Ready to move up?
If the business is moving forward and you want more from your Knowledgebase, the next program is one conversation away. Let us know and we'll take care of the rest.