Smarter Week

How to automate it

How to automate “pull the numbers together for the weekly business review”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
65%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

Fix 2 of 2

AI

Have AI write the commentary on this week's numbers

Once the numbers refresh themselves, AI can draft the "what changed and why" text that takes the most time, for you to correct and sharpen.

Typically saves about 40% of the time10 min to set up
  1. 1Export this week's and last week's metrics, or point Copilot in Excel or Gemini in Sheets at the report.
  2. 2Add any context you know (launches, outages, holidays).
  3. 3Run the prompt below and correct the explanations you know are wrong.
  4. 4Paste the commentary at the top of the report.
Prompt to copy
Here are this week's business metrics and last week's, plus context. Write the commentary for our weekly business review: 1) three headline points, 2) each metric that moved more than [THRESHOLD]% with a likely reason, marked [GUESS] if the context does not explain it, 3) what needs a decision or action. Keep it under 250 words. Do not invent reasons.

Metrics:
[PASTE]

Context:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Excel · Gemini in Google Sheets

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CEO / FounderGeneral Manager / VPDepartment head / DirectorChief of Staff

HourLeak · the 8-minute work audit

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Answers are anonymous. Leaders only see team totals.

Other common tasks for CEOs / Founders