Quarterly Review

Quarterly Review

Outcome: Strategic review completed with client -- performance data shared, actual vs projected ROI compared, optimization opportunities identified, expansion discussed Trigger: Every 3 months from go-live date Duration: 60 min call + 1 hour prep + 15 min follow-up

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Quick Reference

Step	Action	Time
1	Compile performance data	30 min
2	Calculate actual vs projected ROI	15 min
3	Prepare review document	15 min
4	Run the review call	60 min
5	Send follow-up email with document	15 min

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Full Guide

Step 1: Compile Performance Data (30 min)

Pull data from the past quarter:

From Google Sheets run logs:

• Total executions per workflow

• Success rate per workflow

• Average processing time trends

• Any volume changes (growth or decline)

From Friday Weekly Reports:

• Total time saved (hours)

• Total money saved ($)

• Suggestions made and whether they were implemented

From Support/Operations:

• Number of incidents (by severity)

• Total hours used vs allocation

• Support requests handled

• Any recurring issues

Compile into a summary table:

Metric	Q{N} Value	Previous Quarter	Change
Total executions	{N}	{N}	+/-%
Success rate	{%}	{%}	+/-%
Time saved	{N} hrs	{N} hrs	+/-%
Money saved	${N}	${N}	+/-%
Incidents	{N}	{N}	+/-%
Hours used	{N} of {N}	{N} of {N}	+/-%

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Step 2: Calculate Actual vs Projected ROI (15 min)

Compare the numbers from this quarter against the original projections in the AI Roadmap:

Workflow	Projected Annual Savings	Actual (Annualized)	Variance	Notes
{Workflow 1}	${N}/yr	${N}/yr	+/-%	{Observation}
{Workflow 2}	${N}/yr	${N}/yr	+/-%	{Observation}
Total	${N}/yr	${N}/yr	**+/-% **

If actual > projected: Highlight this -- it builds confidence and makes expansion easier.

If actual < projected: Identify why. Common reasons:

• Volume lower than estimated (business seasonality)

• Workflow not handling all cases (some still manual)

• Automation percentage lower than projected

• Business process changed since discovery

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Step 3: Prepare Review Document (15 min)

Create: clients/{CODE}/context/docs/quarterly-review-{YYYY}-Q{N}.md

# Quarterly Review: {Client Name}
Quarter: Q{N} {YYYY}
Period: {Start Date} - {End Date}
Prepared by: {Your Name}

## Performance Summary

| Metric | This Quarter | Previous Quarter | Change |
|--------|-------------|-----------------|--------|
| Executions | {N} | {N} | +/-% |
| Success Rate | {%} | {%} | +/-% |
| Time Saved | {N} hrs | {N} hrs | +/-% |
| Value Delivered | ${N} | ${N} | +/-% |

## ROI Comparison

| Workflow | Projected (Annual) | Actual (Annualized) | Variance |
|----------|-------------------|--------------------|---------
| {Name} | ${N} | ${N} | +/-% |

## Incidents & Support
- Total incidents: {N} (P1: {N}, P2: {N}, P3: {N}, P4: {N})
- Hours used: {N} of {allocation} ({%})
- Key issues resolved: {list}

## Optimizations Applied
- {Optimization 1}: {Result}
- {Optimization 2}: {Result}

## Recommendations
1. {Recommendation 1}
2. {Recommendation 2}

## Expansion Opportunities
{Reference AI Roadmap remaining opportunities}
- {Opportunity 1}: Estimated ${N}/yr savings
- {Opportunity 2}: Estimated ${N}/yr savings

## Next Quarter Focus
- {Priority 1}
- {Priority 2}

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Step 4: Run the Review Call (60 min)

Section	Time	Focus
Celebrate wins	5 min	Start positive -- highlight total value delivered, time saved
Performance review	15 min	Walk through the summary table, trends, and any anomalies
ROI comparison	10 min	Actual vs projected -- show the math, be transparent
Issues & resolutions	10 min	What broke, how we fixed it, what we did to prevent recurrence
Optimization opportunities	10 min	Suggestions from Friday reports, performance improvements
Expansion discussion	5 min	Reference AI Roadmap remaining opportunities, gauge interest
Q&A + next quarter plan	5 min	Answer questions, confirm focus areas

Key principles:

• Lead with value. "This quarter, your workflows processed {N} tasks and saved your team {N} hours -- that's ${N} in labor value."

• Be transparent about issues. Clients respect honesty. "We had {N} incidents this quarter. Here's what happened and what we've done to prevent them."

• Connect to their goals. Reference what they told you in the discovery call about where the business is heading.

• Plant expansion seeds naturally. "Your AI Roadmap identified {X} as a future opportunity. Based on what I'm seeing in your data, the ROI case is even stronger now because {reason}."

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Step 5: Send Follow-Up Email (15 min)

When to send: Same day or next morning after the review call

Subject: Q{N} Review Summary - {Client Name}

Hi {Name},

Thanks for the quarterly review today. Attached is the full report.

KEY HIGHLIGHTS
- Total value delivered: ${N} this quarter
- Success rate: {%} across all workflows
- Time saved: {N} hours ({N} hours per week)

ROI CHECK
- Projected annual savings: ${N}
- Actual (annualized): ${N}
- You're {ahead of / on track with / below} projections

WHAT'S NEXT
- {Optimization 1 we discussed}
- {Optimization 2 we discussed}
- {Any expansion interest noted}

Next quarterly review: {Date}

Questions? Reply anytime.

Cheers,
{Your Name}
AI Solutions Engineer
The Entourage AI

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If ROI Is Below Projections

Don't hide from it. Address it directly:

1. Identify the gap -- is it volume, automation %, or process changes?

2. Propose solutions -- can we increase automation %? Handle more edge cases?

3. Adjust projections -- update the baseline for next quarter

4. Reframe if needed -- "The time savings are lower because your team is now spending that time on higher-value work, which was the goal"

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Scheduling

• First quarterly review: 3 months from go-live

• Add recurring calendar event: {CODE} Quarterly Review

• Send reminder email 1 week before: "Our quarterly review is coming up on {Date}. I'll have the performance report ready."

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Verify

• Performance data compiled from run logs

• Actual vs projected ROI calculated

• Quarterly review document created

• Review call completed (60 min)

• Follow-up email sent with document attached

• Next quarterly review scheduled

• Any expansion interest noted and handed off (if applicable)

• Recommendations documented for next quarter

Next: Ongoing Operations (regular rhythm continues)