Smarter Week

How to automate it

How to automate “pull together KPIs and operations metrics”

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.

90 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 "what changed and why" for your KPI report

Once the numbers are pulled, AI can draft the commentary and highlight what moved most. You add the reasons it cannot know.

Typically saves about 45% of the time5 min to set up
  1. 1Paste or upload this period's and last period's KPIs.
  2. 2Add any context you already know (holidays, outages, launches).
  3. 3Use the prompt below and check every number it quotes.
Prompt to copy
Here are our operations KPIs for [THIS PERIOD] and [LAST PERIOD]:
[PASTE TABLE]
Context: [KNOWN EVENTS]

Write a short commentary: three bullets on the biggest changes (with the numbers), one bullet on anything trending the wrong way for three periods, and two questions I should ask the team. Use only the numbers given. Mark any reason you are guessing with [CHECK].

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

Operations managerBusiness analyst

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 Operations managers