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2.4 Monday Metrics Routine
How to update all dashboard data before the Win the Week
What this is
Every Monday morning, before the Win the Week (WTW) call, Manuel updates the Operations Dashboard with all data from the previous week. Once the raw data is entered, the formulas in the Dashboard tab do the rest — calculating rates, updating sparklines, and flagging anything below target automatically. There is no Slack post. The metrics are reviewed live during WTW.
When to do this
Complete the full update before the WTW call starts. If WTW is at 10:00 AM, aim to finish by 9:30 AM.
What you're entering
Your only job is to fill in the raw data tabs accurately. You do not need to calculate anything manually — every metric on the Dashboard tab is formula-driven and updates the moment new rows are added to the raw data.
The three tabs that need updating every Monday:
| Tab | What you add | SOP reference |
|---|---|---|
| Meeting Hygiene Data | One row per client meeting from last week — Agenda Sent and Recap Sent (YES/NO) | SOP 2.2 |
| Cycle Completion Data | One row per cycle planner closed last week — Status and Completion Rate | SOP 2.3 |
| Time Tracking Data | Last week's architect time tracking rows copied from the Time Tracking Sheet | SOP 2.5 |
Step-by-step: Monday update in order
Step 1 — Meeting Hygiene Data Follow SOP 2.2. Check both architect calendars for last week's client meetings, verify HubSpot email activity for agendas and recaps, and enter all rows in the Meeting Hygiene Data tab.
Step 2 — Cycle Log Follow SOP 2.3. Check HubSpot Projects → Cycle Planners view for any cycles closed last week, open the Google Docs to check completion rates, and add all rows to the Cycle Log tab.
Step 3 — Time Tracking Data Follow SOP 2.5. Open the Time Tracking Google Sheet, find last week's submissions from Juan and Sparsh, and paste them into the Time Tracking Data tab as values only.
Step 4 — Verify the Dashboard tab Open the Dashboard tab and scan for red cells or unexpected blanks. If a formula is returning a dash where data should exist, the most likely cause is a typo in the raw data — check that architect names are spelled exactly (Juan, Sparsh) and that dates are in the correct format.
Step 5 — Review during WTW Bring the Dashboard tab open during the Win the Week call. Metrics are discussed live — no preparation of a written summary is needed.
If an architect missed their time tracking submission
Send a quick message on #architect-sucess before WTW: "Hey Architect, can you fill out the Time Tracker before WTW? [form link]." If they can't submit before WTW starts, proceed without their data and add it when they submit — the dashboard will update automatically once the row is added.
What the dashboard shows after you update
Once all three raw data tabs are current, the Dashboard tab automatically reflects:
- Agenda send rate and recap send rate for the week, with sparkline trend
- Cycle planner on-time rate and average completion rate for the week
- Per-architect breakdown for both metrics — Juan vs. Sparsh side by side
- Any missing cycles flagged in the alert section
- Time allocation split per architect