Questionnaire — Department Heads

Introduction

Purpose. This questionnaire builds the department-level picture: what your department exists to do, how work flows through it, where it rubs against other departments, and how ready it is for AI-assisted ways of working. It complements — does not replace — the all-employees questionnaire, which you should also complete for your own role. Your answers directly shape which processes get mapped first and which use cases enter the pipeline.

Confidentiality. Seen only by the transformation team and the CEO sponsor. Findings about people are aggregated; findings about processes are attributed to the department.

Time. 40–50 minutes. Estimates are fine — order of magnitude beats blank.

Language. Administered in Greek; this English document is the committed master (project language policy). Answers are recorded in English.

Answer formats: [free text], [scale 1–5], [multiple choice], [table].

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A. Department mission and shape

1. In one or two sentences: what is your department’s mission — what does the company get from you? [free text]
2. Headcount and roles: list each role and how many people hold it. [table: role / count / main responsibility]
3. Which sales segments or customer types does your work mainly serve (maritime, yachting, e-navigation, industry, military & civil defense, public sector, retail — or internal)? [free text]
4. What has changed most in your department’s work over the last 3 years? [free text]

B. KPIs and performance today

5. Which KPIs or numbers do you track today to know the department is doing well? How are they produced (SoftOne report, Excel, gut feel)? [table: KPI / target if any / source / frequency]
6. Which number do you wish you could see daily but currently can’t? [free text]
7. How is the department’s workload measured or forecast today, if at all? [free text]

C. Process inventory

8. List your department’s top 10 processes by time consumed. For each give rough volume and who owns it. [table]

#	Process	Trigger	Volume (per day/week/month)	Owner role	People involved

9. Which of these processes is the most painful end-to-end, and why? [free text]
10. Which is the most critical to customers (a failure is immediately visible outside)? [free text]
11. Which processes are documented in written procedures (ISO or otherwise), and are those documents actually current? [free text]

D. Cross-department friction

12. Which department do you hand work to / receive work from most often? [free text]
13. Where do handovers with other departments break down — missing information, delays, format problems, duplicate entry? Name the top 3 friction points. [free text]
14. Which information from another department do you constantly have to chase? [free text]
15. Are there disputes that recur between your department and another (e.g. stock accuracy, pricing, delivery promises, cost allocation)? [free text]

E. Seasonality and peaks

16. Describe your seasonal pattern: when are the peaks, and what drives them (vessel calls, tender deadlines, holidays, chart-edition cycles, military/public-sector procurement calendars)? [free text]
17. During a peak, what breaks first? [free text]
18. Are there recurring hard deadlines with penalties for missing them (vessel ETD, tender submission)? [free text]

F. Quality, rework and staffing

19. What share of your department’s output needs rework or correction? [multiple choice: <5% / 5–15% / 15–30% / >30% / can’t estimate] — and what is the most common cause? [free text]
20. What errors are most expensive when they happen (wrong item to vessel, missed tender clause, customs/bonded-warehouse discrepancy, food-safety non-conformance…)? [free text]
21. Where do you feel understaffed, and is the gap in hands or in specific skills? [free text]
22. Which roles are hardest to hire or replace, and how long does a new person take to become productive? [free text]
23. Is critical knowledge concentrated in one or two people? Which knowledge? [free text]

G. Automation and AI

24. If you could automate one thing in your department first, what would it be? [free text]
25. Which tasks in your department do you think should never be automated, and why? [free text]
26. Who in your department would be the best champion for new AI tools (role, not name required — but a name helps us invite them)? [free text]
27. What is the realistic mood in your team about AI? [multiple choice: enthusiastic / curious / neutral / anxious / resistant] — what would move it one notch up? [free text]

H. Readiness self-assessment

Rate your department honestly [scale 1–5 each]:

#	Dimension	1 means	5 means	Score
28	Data quality	Personal Excel & paper	Clean data in SoftOne/systems
29	Process documentation	Nothing written	Current, followed procedures
30	Digital adoption	Systems used reluctantly	Team exploits tools fully
31	Capacity for change now	No slack at all	Can absorb a project
32	Team’s appetite for AI	Threatened	Actively asking for it

33. What support would you need from the program to raise your lowest score? [free text]

Closing

34. Your top 3 wishes for your department from this transformation — most important first. [free text]