PRIME PRODUCTS · MISSION CONTROL
AI-first transformation · by TPL · vanos.tpl.one

Docs / 08-transformation/03-discovery/questionnaire-all-employees

Questionnaire — All Employees

Baseline discovery questionnaire for every PRIME PRODUCTS employee — daily work, systems, pain points, and attitudes toward AI.

type: questionnaire updated: 2026-07-03 owner: kotsalidis

Questionnaire — All Employees

Introduction (read to / by every respondent)

Purpose. PRIME PRODUCTS is starting an AI-first transformation. This questionnaire is how we learn what your work actually looks like — before deciding where AI tools can help. It is not a performance evaluation and answers will never be used to assess individuals. We want the honest picture, including the messy parts: those are exactly where we can help most.

Confidentiality. Answers are seen only by the transformation team (TPL + the program sponsor). Findings are reported aggregated by department, not by person. Notes are stored in a restricted knowledge base.

Time. About 20–30 minutes. Answer briefly — bullet points are fine. “I don’t know” and “not applicable” are valid answers.

Language. The questionnaire is administered in Greek; this English document is the committed master (per project language policy). Your Greek answers will be translated into English by the team when recorded.

Answer formats: [free text], [scale 1–5] (1 = lowest/worst, 5 = highest/best), [multiple choice].

A. Your role and your day

  1. What is your role and department? [free text]
  2. How long have you worked at PRIME PRODUCTS? [multiple choice: <1 year / 1–3 / 3–10 / >10]
  3. Describe a typical working day in 3–6 bullet points. [free text]
  4. Roughly split your weekly time (%) across your 3–5 main activities. [free text]
  5. Which of your tasks are the same steps repeated over and over? How often (per day/week)? [free text]
  6. Which tasks are fully manual today (retyping, copying between systems, printing, filing)? [free text]
  7. Which single task takes the most time relative to the value it produces? [free text]

B. Bottlenecks and waiting

  1. Where do you regularly wait for someone or something before you can continue? What, and how long typically? [free text]
  2. How often does work come back to you for correction or rework? [scale 1–5, 1 = constantly, 5 = almost never]
  3. What is the most common cause of errors or rework in your area? [free text]
  4. When you are absent, what stops or slows down? [free text]

C. Documents, data and reports

  1. Which documents do you create regularly (offers, orders, delivery notes, certificates, invoices, lists…)? [free text]
  2. Which documents/data do you use that others create? Where do you find them? [free text]
  3. Which reports do you produce, for whom, how often, and how long does each take? [free text]
  4. Which reports or numbers do you need but do not get (or get too late)? [free text]
  5. Do you ever enter the same information twice into different places? Describe. [free text]
  6. Is any part of your work still on paper? What? [free text]

D. Systems you use

  1. Which systems do you use daily? [multiple choice, multi-select: SoftOne ERP / Outlook / Excel / Word / Teams / SharePoint-OneDrive / e-shop back office / other (name it)]
  2. Satisfaction with SoftOne for your tasks. [scale 1–5, or N/A]
  3. Satisfaction with Microsoft 365 / Teams. [scale 1–5]
  4. What is the most annoying thing about the systems you use? [free text]
  5. Are there tools you use that IT may not know about (personal spreadsheets, free online tools, WhatsApp/Viber for work, personal AI tools like ChatGPT)? [free text — no penalty, we genuinely want to know]

E. Excel and email

  1. List the Excel files you maintain or heavily use: what each is for, roughly how big, and how it is shared (email attachment / shared drive / printed). [free text]
  2. Do any of your Excel files act as a “mini-system” (price lists, stock tracking, planning, customer lists)? Which? [free text]
  3. Roughly how many work emails do you send/receive per day? [multiple choice: <20 / 20–50 / 50–100 / >100]
  4. Which of your workflows run mainly through email (requests arriving, approvals, order confirmations, quotes)? [free text]
  5. How much time per day do you spend searching for information (in email, files, folders, or by asking colleagues)? [multiple choice: <15 min / 15–30 / 30–60 / >60]

F. Approvals, customers and communication

  1. Which approval flows do you participate in (as requester or approver)? How long do approvals usually take? [free text]
  2. Do you interact directly with customers or suppliers? How (phone / email / in person / portal), and about what? [free text]
  3. Which other departments do you depend on most, and where does that handover hurt? [free text]
  4. How do you learn about things you need to know inside the company (announcements, changes, prices, stock)? Does it work? [free text]

G. Knowledge

  1. What do you know how to do that no one else in the company knows (or only one other person)? [free text]
  2. What do you wish was written down somewhere so you didn’t have to ask or remember? [free text]
  3. When you were new, what took longest to learn, and why? [free text]

H. AI: hopes, concerns, training

  1. Have you used AI tools (ChatGPT or similar) — at work or personally? [multiple choice: never / tried it / sometimes / regularly]
  2. In your work, where do you think an AI assistant could genuinely help? [free text]
  3. What worries you about AI being introduced at PRIME PRODUCTS? Be honest. [free text]
  4. Comfort with learning new digital tools. [scale 1–5]
  5. What kind of training works best for you? [multiple choice: hands-on with my own tasks / classroom / short videos / written guides / a colleague showing me]
  6. What would make this transformation a personal win for you (less overtime, less boring work, new skills, better tools…)? [free text]

Closing

  1. Your top 3 wishes: if you could change or automate any three things about your daily work, what would they be? [free text — most important first]