Is Your RTO Ready to Scale?

Scaling an RTO isn’t just about increasing enrolments—it’s about creating a sustainable, compliant, and profitable business while reclaiming your time as a CEO.

If you’re stuck in daily operations, overwhelmed by compliance, or unsure how to scale beyond your current revenue ceiling, this quiz is for you.

💡 Discover where you stand and what’s holding you back from sustainable growth!

Full Name *

Email *

Business Name *

Website *

🔹 Business Scalability & Expansion

📌 Have you mapped out a growth strategy for the next 3–5 years? *

A) No, I’m focused on short-term survival.

B) I have some goals in mind but no structured plan.

C) Yes, I have a well-defined roadmap with key milestones for growth.

📌 Do you have a succession plan in place for leadership transitions? *

A) No, I haven’t thought about it.

B) I have some ideas, but nothing concrete.

C) Yes, I have a structured succession plan to ensure business continuity.

📌 Have you explored scaling beyond your current geographic region?

A) No, I haven’t considered expansion.

B) I have thought about it but haven’t taken action.

C) Yes, I have a plan to scale beyond my current market.

🔹 Compliance & Regulatory Readiness

📌 How confident are you that your RTO is fully audit-ready at any given time? *

A) Not confident—I worry about compliance gaps and last-minute fixes.

B) Somewhat confident—I stay on top of it, but it feels like a constant battle.

C) Very confident—I have automated systems in place and regular mock audits.

📌 Are you prepared for the upcoming 2025 RTO Standards changes? *

📌 How do you manage compliance tracking & reporting? *

📌 How regularly are you monitoring trainer & assessor performance? *

A) We don’t have a structured process—trainers manage this themselves.

B) We conduct performance reviews occasionally, but it’s inconsistent.

C) We have a structured process, including scheduled audits and feedback mechanisms.

📌 How do you ensure trainers and assessors maintain their currency activities? *

🔹 2. Growth & Revenue Strategy

📌 Do you have a clear 12-month revenue roadmap aligned with your funding model? *

A) No, I’m focused on short-term survival.

B) Somewhat—I have revenue goals but no structured plan.

C) Yes, I have a strategic plan that includes alternative funding, recurring revenue, and partnerships.

📌 Which best describes your pricing and profit strategy? *

A) I price competitively but struggle with profitability.

B) I have a pricing model, but I’m unsure if it’s optimised for scale.

C) I have a strategic pricing structure that maximises profit and sustainability.

📌 How well do you leverage government funding and grants? *

A) I don’t take advantage of funding opportunities.

B) I access funding, but I’m unsure if I’m maximising its potential.

C) I have a structured approach to funding that supports long-term business growth.

📌 Have you considered what collaboration opportunities are available to you to expand your RTO’s reach? *

A) No, I haven’t explored partnerships or collaborations.

B) I have some potential opportunities in mind but haven’t acted on them.

C) I have active collaborations in place that help grow my RTO’s influence and revenue.

🔹 Systems & Automation

📌 How efficient are your RTO’s operations? *

A) I rely on manual processes, and things often fall through the cracks.

B) I have some automation, but we still face operational bottlenecks.

C) My systems run smoothly with automation, allowing me to focus on strategy.

📌 What best describes your Student Management System (SMS) & compliance integration? *

A) I don’t have an integrated system, which creates inefficiencies.

B) My systems are partially automated but still require manual effort.

C) My SMS and compliance tools are fully integrated for seamless tracking and reporting.

📌 How are you handling training package updates and ASQA requirements? *

A) I struggle to keep up, and it’s a major pain point.

B) I manage updates manually, but it takes a lot of time.

C) I have a proactive system in place to track and implement changes efficiently.

📌 Do you have a separate CRM (Customer Relationship Management) system from your SMS (Student Management System) and LMS (Learning Management System)? *

A) No, we don’t use a CRM—we manage student and client interactions manually.

B) Yes, we have a CRM, but it’s not fully integrated with our other systems.

C) Yes, we have a CRM that is fully integrated with our SMS and LMS for seamless data management.

📌 Do your systems (CRM, SMS, LMS) integrate and communicate via API? *

A) No, our systems operate separately, and we manually transfer data.

B) Some systems integrate, but we still rely on workarounds for full functionality.

C) Yes, all our systems are connected via API for automated data flow and efficiency.

📌 How do you manage version control and the review of policies and procedures? *

A) Policies are updated when necessary, but there is no formal version control.

B) We review policies periodically but struggle with documentation and tracking.

C) We have a structured version control system that ensures policies are regularly reviewed, updated, and tracked for compliance.

🔹 Marketing & Student Enrolment

📌 How well does your marketing strategy attract the right students? *

A) I rely on word-of-mouth and referrals but don’t have a solid marketing plan.

B) I run ads and promotions but don’t track results consistently.

C) I have a data-driven marketing strategy that consistently brings in high-quality leads.

📌 How often do you audit your student enrolment journey to improve conversions? *

A) Never—I assume it’s working fine.

B) Occasionally, but I don’t have a structured process.

C) Regularly—I monitor data, fix bottlenecks, and optimise for the best experience.

📌 Do you track conversion rates and return on investment (ROI) from your marketing efforts? *

A) No, I don’t track these metrics.

B) I track some data but don’t always use it to make decisions.

C) Yes, I use detailed analytics to improve marketing effectiveness.

📌 Do you have a clear brand positioning strategy that differentiates your RTO from competitors? *

A) No, I haven’t developed a strong brand strategy.

B) We have a general brand presence, but it’s not well defined.

C) Yes, we have a clear and compelling brand that sets us apart.

📌 How often do you collect and analyse student feedback to improve offerings? *

A) Rarely—only when an issue arises.

B) Occasionally, but we don’t always act on it.

C) Regularly—we use feedback to refine our courses and student experience.

📌 Do you have a structured articulation or alumni program to increase enrolments? *

A) No, we don’t have a formal articulation system.

B) We receive referrals, but there’s no structured program.

C) Yes, we have an active articulation and alumni engagement strategy.

🔹 Financial Oversight & Cash Flow

📌 How well do you manage cash flow fluctuations? *

A) I often struggle with cash flow and financial planning.

B) I track cash flow, but unexpected expenses still create challenges.

C) I have financial modelling in place to manage revenue cycles effectively.

📌 Do you understand your student lifetime value (LTV) vs. cost per acquisition (CPA)? *

A) No, I haven’t analysed these numbers.

B) Somewhat—I track costs, but I don’t have a clear strategy.

C) Yes, I use this data to optimise student acquisition and retention strategies.

📌 How well do you assess financial risks and model potential revenue fluctuations? *

A) I don’t have a financial risk model—I react to changes as they happen.

B) I track revenue trends but haven’t modelled different financial scenarios.

C) I have a structured financial risk model that assesses potential downturns and growth opportunities (e.g., revenue drops of 25%, 50%, or 75%).

📌 Do you track profitability per course to identify the most valuable offerings? *

A) No, I don’t analyse individual course profitability.

B) I have some insights, but it’s not a regular practice.

C) Yes, I consistently review profitability and adjust offerings accordingly.

📌 Do you have a structured ritual for reviewing your financial performance? *

A) No, I review financials only when necessary or during tax time.

B) I check financial reports occasionally, but there’s no consistent schedule.

C) Yes, I have a structured weekly or monthly financial review process to track revenue, cash flow, and profitability.

📌 Do you have financial reserves or contingency planning in place for unexpected expenses? *

A) No, we handle financial challenges as they come.

B) We have some reserves but no structured contingency plan.

C) Yes, we have a financial buffer and contingency plans in place.

🔹 Leadership & CEO Mindset

📌 How much of your time is spent on strategy vs. daily operations? *

A) I’m completely caught up in daily tasks with no time for strategy.

B) I dedicate some time to strategy, but operations still take over.

C) I focus primarily on strategy and leadership, with a team handling operations.

📌 Do you involve your team in strategic planning for the business? *

📌 What continuing professional development (CPD) opportunities do you offer your team? *

A) None—I struggle to prioritise this.

B) Some basic training, but it’s not consistent.

C) A structured CPD program with clear growth pathways.

📌 Do you have an advisory board, mentor, or strategic support network? *

A) No, I make decisions on my own.

B) I have some support but don’t engage consistently.

C) Yes, I surround myself with experts to guide strategic decisions.

📌 Do you have an award or recognition program for team performance? *

A) No, we don’t have a structured recognition program.

B) We acknowledge team achievements informally but don’t have a formal system.

C) Yes, we have a structured award program that recognizes and rewards team performance, engagement, and milestones.

📌 Do you have a structured training and career progression pathway for your team? *

A) No, staff training is minimal and mostly ad hoc.

B) We offer some training, but there’s no clear pathway for growth.

C) Yes, we have a structured career development plan for our team.

📌 How engaged is your team in shaping the future of your RTO? *

A) They mostly follow instructions but aren’t involved in decision-making.

B) I involve them occasionally but make most strategic decisions myself.

C) My team is actively engaged in strategic discussions and business planning.

📌 How confident are you in delegating key responsibilities to your leadership team? *

A) I struggle to delegate and often take on too much myself.

B) I delegate, but I still oversee most decisions.

C) I fully trust my leadership team to manage operations, allowing me to focus on strategy.

📌 Have you clearly defined what success looks like for you and your business? *

A) No, I haven’t formally defined success—I focus on day-to-day operations.

B) I have a general idea, but it’s not documented or structured.

C) Yes, I have a clear vision of success with defined business and personal goals.

📌 Have you defined your exit strategy for the business? *

A) No, I haven’t thought about an exit strategy yet.

B) I have considered it, but I don’t have a structured plan in place.

C) Yes, I have a well-defined exit strategy that aligns with my long-term vision.

📌 How comfortable are you in sharing your vision and exit strategy with your team? *

A) I haven’t shared my vision or exit strategy with my team—I mostly keep it to myself.

B) I have discussed my vision but haven’t openly shared my exit strategy.

C) I regularly communicate my vision and long-term plans, including my exit strategy, to ensure alignment and business continuity.

🔹 Industry Trends & Innovation

📌 How proactive are you in staying ahead of industry trends and changes? *

A) I react to changes as they happen.

B) I keep an eye on trends but don’t always implement new strategies.

C) I actively track industry trends and adapt my business to stay ahead.

📌 Are you leveraging AI, automation, or other technologies to enhance learning and student engagement? *

🔹 Personal Mindset & Work-Life Balance

📌 How well do you maintain a healthy work-life balance? *

A) I work long hours, and personal time is almost non-existent.

B) I try to balance work and personal life, but it’s inconsistent.

C) I have clear boundaries that allow me to run my RTO without burnout.

📌 Do you have an advisory board, mastermind group, or network of like-minded business owners for support? *

A) No, I mostly figure things out on my own.

B) I have some business connections, but I don’t actively engage with them.

C) Yes, I’m part of a strategic network that supports my growth.

📌 How often do you invest in your own personal and professional growth? *

A) Rarely—I focus on running the business.

B) Occasionally, but I struggle to prioritize it.

C) Regularly—I invest in coaching, training, and personal development.