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Process Runbook / SOP
Strategic Planning Workflow
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This runbook describes how the Strategic Planning Workflow operates once it has been built and launched by FullSpec. It covers what the automation does at each stage, what you and your team are responsible for, how to handle exceptions when things do not go to plan, and who to call when you need help. The vast majority of this process runs without any action from you. Your single required task each quarter is to review and approve the consolidated plan in Notion before it is distributed to your leadership team.
01Process overview
The Strategic Planning Workflow automates the full quarterly planning cycle from the moment a new period is initiated through to weekly progress reporting throughout the quarter. At the start of each cycle, two automated agents handle data gathering, template creation, Slack notifications, submission chasing, and consolidation into Notion. You receive a single prompt when the consolidated plan is ready for your review and approval. After you approve, distribution and all subsequent weekly reporting run without further input from you or your team. The process runs approximately four times per year with weekly automated check-ins between cycles, covering eight to fifteen contributors per cycle.
Process name
Strategic Planning Workflow
Trigger
Scheduled date-based trigger fires at the start of each quarterly planning period
Final output
An approved strategy page in Notion distributed to the leadership team via Slack, followed by weekly progress reports posted to the leadership Slack channel every Monday
Agents running
Planning Data Agent (data gathering and consolidation); Progress Tracking Agent (weekly Monday check-ins and reporting)
Tools involved
Notion, Google Sheets, HubSpot, Slack, Google Workspace
Weekly volume
Approximately 220 runs per month across quarterly cycles and weekly check-in loops
Human checkpoint
Owner reviews and approves the consolidated Notion strategy page before distribution. This is the only required manual step in the process.
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02Step-by-step: what happens and who acts
What you actually need to do: Your only required action in this entire process is Step 7. When the consolidated plan is ready, you will receive a Slack notification with a direct link to the Notion strategy page. Open it, review the content, and set the approval flag in Notion. The automation handles everything before and after that single step. If submissions are missing when you arrive at Step 7, you may also need to follow up with those department heads directly (see Step 7b below).
Step
What happens
Who acts
Type
1
The scheduled date trigger fires automatically at the start of the quarter. No manual action starts the cycle. The automation platform begins the workflow without any input from you.
Automation
Automated
2
The Planning Data Agent duplicates the standard goal submission template in Notion for each department and labels it with the team name and current quarter. Each page is ready for contributors to fill in immediately.
Planning Data Agent
Automated
3
Each department head receives a direct Slack message from the automation with a link to their individual Notion submission page and a clear deadline. No email is sent manually by you.
Planning Data Agent
Automated
4
The Planning Data Agent queries Google Sheets and HubSpot to pull current revenue, pipeline value, and expense figures, then writes them into the master Notion planning page. No manual data export is needed.
Planning Data Agent
Automated
5
Forty-eight hours before the submission deadline, the automation checks which Notion pages are still incomplete. It sends a targeted Slack reminder only to those department heads who have not yet submitted, leaving complete submissions alone.
Planning Data Agent
Automated
6
The Planning Data Agent reads all completed department submissions and merges them into the master Notion strategy page. Any submissions still missing at this point are flagged clearly on the master page for your attention.
Planning Data Agent
Automated
7
You receive a Slack notification that the consolidated plan is ready for your review. You open the Notion strategy page, read through the consolidated content and financial data, and set the approval flag in Notion when you are satisfied. If submissions are still flagged as missing, you decide whether to chase those contributors directly or proceed without them.
Owner / CEO
Human
8
Once your approval flag is detected in Notion, the automation sends a Slack message to all leadership team members with a direct link to the finalised strategy page. No manual distribution is needed.
Automation
Automated
9
Every Monday morning throughout the quarter, the Progress Tracking Agent sends a structured Slack message to each department head asking them to update their goal status in Notion. The request is sent automatically without any action from you.
Progress Tracking Agent
Automated
10
The Progress Tracking Agent reads the updated goal statuses from Notion, calculates completion percentages by department, and posts a formatted progress summary to the leadership Slack channel. This report is ready for the leadership team without any manual assembly.
Progress Tracking Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
A department head's Notion submission page is still blank after the reminder deadline has passed
The Planning Data Agent flags the incomplete submission on the master Notion page and includes a note in the consolidation output identifying which department has not submitted. The plan proceeds with the data that is available.
Review the flagged departments when you receive your approval notification. Decide whether to chase the contributor directly via Slack or phone, extend the deadline, or approve the plan without that department's input. Update the Notion flag manually once resolved.
A duplicate goal or initiative appears in two or more department submissions
The agent consolidates all submissions as submitted and does not automatically remove duplicates. Both entries will appear in the master Notion page. The agent does not make editorial judgments about goal ownership.
During your review step, identify any duplicates on the master Notion page and remove or merge them directly in Notion before setting the approval flag. This is a normal part of the review process and takes only a few minutes.
Financial or pipeline data cannot be found or retrieved from Google Sheets or HubSpot
The Planning Data Agent logs the failed data pull and leaves the relevant fields blank on the master Notion page with a visible placeholder note indicating the data is missing. The rest of the workflow continues. You receive a Slack notification describing what could not be retrieved.
Check that the relevant Google Sheets tab or HubSpot pipeline view is accessible and that the field names have not changed. Contact FullSpec support at support@gofullspec.com if the connection appears broken. Enter the missing figures manually into the Notion page before approving if the cycle cannot wait.
You do not act on the approval notification within 48 hours
The automation sends you a single follow-up Slack reminder after 48 hours of inactivity. The workflow pauses at the approval step and does not distribute the plan or continue until you set the approval flag in Notion.
Open the Slack reminder, follow the link to the Notion page, and complete your review. If you are unavailable, delegate the approval to a named deputy by updating the approval flag in Notion yourself or asking them to do so, then notify FullSpec to update the approval routing if this needs to become a permanent change.
A department head does not respond to the weekly Monday progress update request
The Progress Tracking Agent notes the non-response and marks that department's progress status as not updated in the weekly report. The Slack summary posted to the leadership channel will show which departments have not reported, making visibility clear to the whole leadership team.
No immediate action is required from you. The report itself creates the visibility needed for the leadership team to follow up. If a department consistently fails to respond, consider raising it in your next leadership meeting rather than chasing individually each week.
Slack or Notion is unavailable due to an outage or API error
The automation platform retries failed Slack message deliveries up to three times over a 30-minute window before logging a permanent failure. If Notion is unreachable, the agent pauses its read or write operation and logs the error. No data is lost. Pending operations resume automatically once connectivity is restored.
If you notice messages have not arrived on schedule, check the Slack and Notion status pages for reported outages. Contact FullSpec support at support@gofullspec.com if the outage has resolved but the automation has not resumed within two hours. Do not attempt to restart the workflow manually unless advised to do so by FullSpec.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated whenever roles change, especially before the start of a new planning cycle. The FullSpec rows are fixed and do not need to be edited.
Role
Name
How to reach them
Process owner (Owner / CEO)
[Your name]
[Your email or Slack handle]
Finance Lead (data pull backup contact)
[Finance Lead name]
[Finance Lead email or Slack handle]
Notion workspace admin (schema and permission changes)
[Notion admin name]
[Notion admin email or Slack handle]
HubSpot admin (pipeline field or access issues)
[HubSpot admin name]
[HubSpot admin email]
FullSpec builder (workflow logic, agent changes, integration faults)
FullSpec team
support@gofullspec.com
FullSpec support (general questions, errors, access issues)
FullSpec support
support@gofullspec.com
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05Ongoing maintenance
The automation runs without regular intervention, but a small number of routine checks will keep it accurate and reliable across planning cycles. Most of these tasks take less than fifteen minutes. The table below shows what to do, when, and who is responsible.
Before each new quarterly cycle (at least 5 business days prior)
Confirm the list of department heads and contributors is current. Add or remove Notion submission page recipients in the automation settings to reflect any team changes. Notify FullSpec at support@gofullspec.com if new contributors need to be added to the routing logic.
Process owner (you)
When the goal submission template changes
Update the master Notion template page that the agent duplicates each cycle. Do not rename the template page or move it in the Notion workspace without notifying FullSpec, as the agent references it by a fixed ID. Contact support@gofullspec.com before making structural changes.
Process owner (you) and FullSpec team
Monthly spot-check (first week of each month)
Open the most recent weekly progress report in the leadership Slack channel and confirm it reflects the correct departments and goal statuses. Check that the financial data on the master Notion page matches figures in Google Sheets and HubSpot. Flag any discrepancies to FullSpec support.
Process owner (you) or Finance Lead
Monthly error-log review
FullSpec monitors the automation platform's error logs and will contact you proactively if a recurring fault is detected. You do not need to access logs directly. If you notice a Slack message or Notion update that appears incorrect, report it to support@gofullspec.com with the date and a screenshot.
FullSpec team (proactive); Process owner (reactive reporting)
When team members join or leave
Update the contributor list in the automation settings before the next cycle runs. Remove departed team members from Notion workspace access and Slack channels. Add new contributors and confirm their Notion pages will be created correctly in the next cycle. Contact FullSpec to update the agent routing if needed.
Process owner (you) and FullSpec team
Quarterly volume review (at the end of each planning cycle)
Review whether the number of contributors, departments, or the frequency of check-ins has changed significantly. If the business has grown, confirm the current automation plan tier still covers the expected run volume. Contact FullSpec to discuss adjustments if the process scope has expanded.
Process owner (you) and FullSpec team
The most common maintenance issue for this process is contributor list drift. Department heads change roles, new teams are added, and people leave, but the automation is not updated to reflect those changes before the next cycle starts. This results in submission pages being created for people who no longer exist in that role, or new contributors being missed entirely. Review and update your contributor list at least five business days before every new planning cycle. Contact support@gofullspec.com to update the agent routing whenever your team structure changes.
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