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Launch Plan
Weekly Business Review Automation
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything that happens between now and the moment your automated Weekly Business Review goes live. It tells you what FullSpec builds, when each stage happens, what you need to provide, and what your role looks like once the automation is running. FullSpec handles the entire build, configuration, and testing process. Your job is to supply access credentials, confirm one key setting before the build starts, and then review the finished pack each week.
01What you're launching
Right now, an operations manager spends around three hours every Sunday night or Monday morning logging into Xero, HubSpot, and other tools, pulling figures by hand, pasting them into a Google Slides deck, writing a commentary, and emailing everything out before the Monday leadership meeting. If that person is unavailable, the pack is late or missing entirely. This automation replaces that manual process with a scheduled workflow that pulls all data via API, has an AI agent write the exception commentary, updates the slide deck, and delivers the pack by email and Slack, all without anyone touching it. A single human review step is kept for weeks when a critical metric is flagged as off target.
Process
Weekly Business Review
Trigger
Scheduled trigger fires every Sunday at 8 PM, before the Monday leadership meeting
Final output
Updated Google Slides deck delivered via Gmail to the leadership list, plus a Slack notification in the leadership channel
Agents being built
3 agents: Data Collection Agent, Review Narrative Agent, Distribution Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Slides, Gmail, Slack
Volume
52 review packs per year, one per week
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02How the build works
The build runs across four sequential stages. FullSpec manages every technical step: API connections, agent logic, slide deck mapping, testing, and go-live. You are involved at the start to hand over access credentials and confirm your target thresholds, and again at the end to sign off on a test run before the automation goes live. Each stage below shows exactly who does what.
Complexity: Moderate. Estimated delivery window: 4 business weeks. The delivery clock starts at the close of Connect, not payment. Delays in providing API credentials or changes to the required metrics after Connect closes will extend this timeline.
1Connect
Business days 1 to 3
FullSpec
Sends a credential checklist covering all six tools, schedules a 30-minute kickoff call, documents the exact metrics required for the review pack, and maps the target thresholds into the Google Sheet reference tab
You
Complete the credential checklist, attend the kickoff call, confirm which metrics go into the pack and what the weekly targets are, and confirm the existing Google Slides deck template is stable and ready to use
2Build
Business days 4 to 14
FullSpec
Configures the Xero and HubSpot API connections and the Sunday 8 PM scheduled trigger; builds the Data Collection Agent and verifies figures write correctly to the master Google Sheet; builds the Review Narrative Agent and tests its commentary output against three weeks of historical data; connects the slide deck updater, Gmail sender, and Slack poster to complete the Distribution Agent
You
Available to answer questions if a metric definition is unclear or a figure does not match expectations; no build action required
3Test
Business days 15 to 18
FullSpec
Runs end-to-end tests with live data across all three agents; verifies the human review step triggers correctly when a critical metric is off target; confirms the email and Slack output match the agreed format; shares a test pack with you for sign-off
You
Review the test pack output and confirm figures match what you would expect; approve the commentary format and distribution list; give written sign-off to proceed to go-live
4Launch
Business days 19 to 20
FullSpec
Activates the live schedule trigger, confirms the first automated run completes without errors, delivers the SOP and runbook documentation, and remains on standby for the first two live runs
You
Confirm the first live pack looks correct when it lands in your inbox; retire the manual prep process; share the pack link with the leadership team as normal
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. The table below lists every credential needed and when you need to provide it. Everything should be ready before the Connect stage closes so the build can start without delay.
Xero
API credentials: Client ID and Client Secret from the Xero developer portal, plus permission to connect a third-party application to your organisation
Before Connect closes
HubSpot
A private app token with read access to Deals and Pipelines, generated from your HubSpot account settings
Before Connect closes
Google Sheets
Editor access to the master Google Sheet shared with the FullSpec service account (address provided at kickoff)
Before Connect closes
Google Slides
Editor access to the standing review deck template, shared with the same FullSpec service account; template must have named placeholders or be stable in structure
Before Connect closes
Gmail
OAuth authorisation allowing the automation to send email on behalf of the sending address; completed via a simple browser sign-in flow FullSpec will guide you through
Before Connect closes
Slack
A Slack app integration with permission to post to the leadership channel; FullSpec will provide the app configuration and you approve it in your Slack workspace settings
Before Connect closes
One configuration decision must be confirmed before Connect closes: the weekly target thresholds for each metric in the review pack. These values are stored in a reference tab in the master Google Sheet and drive the Review Narrative Agent's exception logic. If targets are not confirmed, the agent cannot flag off-target metrics correctly and the human review step will not trigger as expected. Make sure the person who owns these targets, typically the operations manager or business owner, is available to confirm them during the Connect call.
04Your role once live
Once the automation is live, your ongoing involvement is minimal. The table below separates what stays with you from what FullSpec continues to handle.
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review the finished pack on weeks when a critical metric is flagged as off target (around 10 minutes); update the weekly target thresholds in the Google Sheet reference tab when business goals change each quarter; manage the leadership distribution list if recipients change
Logging into Xero or HubSpot to pull figures; copying data into the slide deck; writing the commentary; sending the email; posting the Slack reminder; archiving the completed pack
FullSpec
Monitor the automation for failed runs and resolve any API or connectivity issues; update agent logic or field mappings if a tool changes its API structure; apply threshold or template changes when requested via support@gofullspec.com
Not applicable
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05What success looks like
The targets below are based on the process metrics confirmed during mapping. Use these as your checkpoints to confirm the automation is performing as expected after go-live.
Timeframe
What to expect
Sign of success
Week 1
The first two automated runs complete without manual intervention. The pack lands in every leader's inbox by Sunday 8 PM. Figures in the deck match what you would have pulled manually. The human review step fires correctly on any week with an off-target metric.
Pack delivered on time with correct figures and no manual steps needed
Month 1
Four consecutive automated runs completed. The Review Narrative Agent commentary is accurate and readable. The leadership team is receiving the pack consistently before the Monday meeting. Any minor formatting or threshold adjustments have been made following your feedback.
Zero late or missing packs; leadership team confirms the commentary is useful
Month 3
Approximately 13 packs delivered without manual preparation. The operations manager has reclaimed around 34 hours of time that was previously spent on prep. On-time delivery is running at 100 percent. The exception flagging logic has been tuned to reflect any threshold updates made after go-live.
Around 34 hours recovered; $1,688 in overhead saved; pack prep is no longer a Sunday-night task
Next step: FullSpec will send you the credential checklist within one business day of your build being confirmed. Complete it and return it before your Connect call so the delivery clock can start on time. Questions at any stage can be sent to support@gofullspec.com.
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