FS-DOC-03Operations
Process Runbook / SOP
OKR & Goal Tracking
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This runbook is your day-to-day operating guide for the automated OKR and goal tracking process. It tells you exactly what the system does on its own each cycle, what your one remaining human step is, how to handle exceptions when things go off-script, and who to call when you need help. FullSpec has built and tested the automation end to end. Your job as process owner is to review the at-risk flags each cycle and keep the configuration current as your team and OKR structure evolve.
01Process overview
Each week or fortnight, the automation fires on schedule and sends a structured Slack form to every team lead listed in the master configuration. Responses are written directly to the master OKR Google Sheet. Once the submission window closes or all responses are in, a second agent calculates progress percentages, applies RAG thresholds, and publishes a formatted cycle summary to a Notion page and a leadership digest to Slack. The only action your team takes each cycle is reviewing the at-risk flags and deciding what corrective action, if any, is needed. Everything else runs without anyone being asked to do it.
Process name
OKR & Goal Tracking
Trigger
Scheduled cycle trigger fires automatically on the configured weekly or fortnightly cadence. No manual action required to start.
Final output
A Notion cycle summary page and a formatted leadership digest posted to the designated Slack channel, both available before the leadership sync.
Agents running
OKR Collection Agent; OKR Analysis and Reporting Agent
Tools involved
Slack, Google Sheets, Notion, Google Workspace (calendar and email fallback)
Weekly volume
12 to 30 OKR key result updates collected per cycle
Human checkpoint
After the digest is posted: the Operations Manager reviews at-risk flags and decides on corrective action (approx. 10 to 20 minutes per cycle)
Process owner
Operations Manager
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02Step-by-step: what happens and who acts
What you actually need to do: There is exactly one human step in this process. After the leadership digest lands in Slack, the Operations Manager reads the at-risk flag summary, decides whether any objective needs immediate action, and communicates that decision to the relevant team lead. Everything before and after that step is handled automatically by the system.
Step
What happens
Who acts
Type
1
The automation platform fires on the configured schedule. The cycle begins without anyone pressing a button or checking a calendar. The system identifies which team leads are due to submit updates for this cycle based on the master configuration.
System
Automated
2
A structured Slack message is sent to each team lead. The message includes a short form asking for the current value of each assigned key result, the target value for reference, and the last submitted figure. The format is consistent for every team lead, every cycle.
OKR Collection Agent
Automated
3
If a team lead has not submitted within 24 hours of the initial message, the system sends a first follow-up reminder via Slack. If there is still no response after 48 hours, a second reminder is sent automatically. No manual chasing is needed.
OKR Collection Agent
Automated
4
Each submitted response is written directly to the master OKR Google Sheet, mapped to the correct objective, key result, owner, and cycle date columns. There is no copy-pasting or manual data entry involved.
OKR Collection Agent
Automated
5
Once all responses are in, or the submission window closes (whichever comes first), the Operations Manager notes any team leads who have still not responded. This takes around 10 minutes and ensures the digest accurately reflects who has and has not submitted.
Operations Manager
Human
6
The OKR Analysis and Reporting Agent reads the submitted values from Google Sheets, calculates progress as a percentage of each key result target, and applies the configured RAG thresholds. Any key result below the at-risk threshold is flagged automatically.
OKR Analysis and Reporting Agent
Automated
7
A new Notion page is created for the cycle. It is populated with the full progress table, RAG status for each key result, at-risk flags, and an auto-generated commentary summarising which objectives are on track, at risk, or behind. The page is linked from the Slack digest.
OKR Analysis and Reporting Agent
Automated
8
A formatted digest is posted to the leadership Slack channel. It summarises overall OKR health, highlights red and amber items by name, and includes a direct link to the full Notion cycle page. Leadership can review it before their sync without waiting for anyone to prepare it.
OKR Analysis and Reporting Agent
Automated
9
The Operations Manager reads the digest, reviews the at-risk flags, and decides what corrective action is needed. If an objective is flagged red, the relevant team lead is contacted directly. This is the only decision point that stays with a person by design.
Operations Manager
Human
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FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
A team lead submits partial data, leaving one or more key result fields blank
The system writes the submitted fields to Google Sheets and marks the missing fields as blank in the relevant cells. The Analysis Agent flags any key result with no value as incomplete rather than treating it as zero. The at-risk flag is applied to incomplete entries by default.
Contact the team lead directly and ask them to resubmit or provide the missing figure. Once the value is entered into Google Sheets manually, the next scheduled analysis run will pick it up, or you can trigger a re-run by contacting FullSpec support.
A team lead submits a duplicate response for the same cycle
The system logs the most recent submission and overwrites the earlier entry in Google Sheets for that team lead and key result combination. A duplicate submission note is added to the log row.
No action needed in most cases. If you suspect the earlier submission was the correct one, check the submission log tab in Google Sheets and restore the original value manually before the analysis step runs.
A key result or objective is not found in the master sheet (new OKR added mid-quarter without updating the sheet schema)
The system cannot map the submitted value to a row. The response is written to an overflow tab in Google Sheets labelled 'Unmatched Submissions' with the team lead name and submitted text preserved.
Add the new key result row to the master sheet using the correct column structure. Then move the value from the Unmatched Submissions tab to the correct row. Contact FullSpec support if you need the sheet schema updated to accommodate a structural change.
A team lead does not respond after both automated reminders (24-hour and 48-hour)
After the submission window closes, the system marks that team lead as a non-responder in the log. Their key results are recorded as blank for the cycle. The digest and Notion page note the non-response.
Review the non-responder list at your human checkpoint (step 5 above). Contact the team lead directly via Slack or email. If they are unavailable, note the reason in the Google Sheet manually so the cycle record is complete.
Slack is unavailable or the Slack app loses its connection during the collection window
The system retries the Slack API call up to three times with a five-minute gap between attempts. If all retries fail, the automation logs the error and sends a fallback notification via Google Workspace email to the team lead using the address stored in the master configuration.
You will receive an error alert to your configured notification address. Check the Slack app connection in the admin panel. If Slack remains unavailable for more than two hours, collect updates manually via email for that cycle and enter them into Google Sheets directly.
The Notion API is unavailable when the Analysis Agent tries to create the cycle summary page
The system retries the Notion write up to three times over fifteen minutes. If all attempts fail, the analysis output is saved as a structured entry in a fallback Google Sheet tab labelled 'Pending Notion Sync' so no data is lost.
Check Notion's service status page. Once Notion is back online, contact FullSpec support to trigger a manual sync of the pending entry to Notion. The Slack digest will still post even if the Notion page creation fails, though the Notion link in the digest will be inactive until the sync completes.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated whenever roles change so that the right person is always reachable during an exception or configuration update.
Role
Name
How to reach them
Process owner (Operations Manager)
[Your name]
[Your email or Slack handle]
Leadership sponsor (Founder)
[Rep name]
[Rep email or Slack handle]
Backup process owner
[Your name]
[Your email or Slack handle]
FullSpec builder
FullSpec team
support@gofullspec.com
FullSpec support
FullSpec support
support@gofullspec.com
Contact FullSpec support at support@gofullspec.com for any of the following: the automation stops firing on schedule, a Slack or Notion integration loses its connection, RAG thresholds need to be changed in the automation logic, or a structural change to the OKR schema requires the Google Sheet mapping to be updated.
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FS-DOC-03Operations
05Ongoing maintenance
Whenever a team lead joins, leaves, or changes role
Update the team lead list in the master configuration. Add or remove their name, Slack user ID, and email address in the master Google Sheet roster tab. Notify FullSpec support if the Slack app's user mapping also needs updating.
Operations Manager
Whenever OKR objectives or key results change (typically quarterly)
Update the master Google Sheet schema to reflect new objectives and key results before the next cycle fires. Confirm that the column structure matches the format the automation expects. Contact FullSpec support if new columns require changes to the form or analysis logic.
Operations Manager with FullSpec support if schema changes are structural
Whenever RAG thresholds are revised
Send the updated threshold values to FullSpec support. The thresholds are configured inside the automation logic and cannot be changed directly in the sheet. Allow one business day for the update to be applied and confirmed.
Operations Manager notifies; FullSpec applies the change
Monthly spot-check
Open the master Google Sheet and review the last four cycle tabs. Confirm that submission rates look correct, that RAG statuses match what leadership has been seeing, and that no rows have unexpected blanks or formatting anomalies.
Operations Manager
Monthly error-log review
Check the 'Unmatched Submissions' tab and the 'Pending Notion Sync' tab in Google Sheets. Clear any resolved entries. If either tab has entries older than one cycle, investigate and contact FullSpec support if the root cause is unclear.
Operations Manager
Quarterly volume review
Confirm that the number of team leads, key results per cycle, and overall volume still match the setup configuration. If the business has grown and volume has increased significantly, contact FullSpec support to review whether any rate limits or capacity adjustments are needed.
Operations Manager with FullSpec support
The single most common maintenance issue for this process is the team lead roster falling out of date. When someone changes role or leaves the team without the configuration being updated, the system continues sending Slack forms to their old account and marks them as a non-responder every cycle. Check the roster at the start of each quarter and whenever your org structure changes.
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