# 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

***

### 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 |

***

### 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}       | +/-%   |

***

#### 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

***

#### Step 3: Prepare Review Document (15 min)

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

```markdown
# 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}
```

***

#### 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}."

***

#### 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
```

***

### 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"

***

### 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."

***

### 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](https://internal-docs.theentourageai.com/ai-accelerator/ongoing-operations) (regular rhythm continues)