Smarter Week

How to automate it

How to automate “update forecasts and supply plans in spreadsheets”

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.

120 min
typically, once a week
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI review the forecast and flag what looks wrong

Upload the usage history and forecast; AI spots trends, seasonality and outliers, and suggests reorder quantities. You make the call faster.

Typically saves about 35% of the time15 min to set up
  1. 1Export 12 to 24 months of usage, current stock, open orders and lead times.
  2. 2Use Copilot in Excel, Gemini in Sheets, or upload to an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Check its suggestions on a few items you know well before trusting the rest.
Prompt to copy
Here is monthly usage, current stock, open orders and lead times for [NUMBER] items. For each item: 1) flag a trend, seasonality or unusual spike, 2) say whether we will run out before the next delivery, 3) suggest a reorder quantity with the reasoning. Show the calculation. List the ten items most at risk first.

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

Fix 2 of 2

Automation

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

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.

Inventory / supply planner

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Inventory / supply planners