Whipplewood Weekly Cycle¶

Owner: Bella | Updated: 2026-02-05

Purpose¶

Complete weekly cycle for the Whipplewood client: prepare the report (Monday) and post the recap (Tuesday after call).

Timeline¶

Day	Time	Task
Monday	by 5pm VN	Complete report + activity tracker, send to Ryan + Erik
Tuesday	Evening	30-min client call (Ryan leads)
Tuesday	After call	Post Slack recap, update ClickUp

Phase A: Report Prep (Monday by 5pm VN)¶

A1. Create New Report¶

Go to Weekly Report folder in Google Drive
Clone the latest report
Rename to: Weekly Update - YYYY-MM-DD (use Monday's date)
Update the date on the title slide

A2. Update Funnel Report Slides¶

Purpose: Ryan opens the call by reviewing the funnel with the client. They care most about new leads and lead progress. Ryan will screen-share Karbon CRM showing active leads for live discussion.

TODO: Get detailed Karbon export steps from Aaron

Tax/CAS Karbon (MoneyForward WhippleWood LLC):

Open Karbon → Tax/CAS entity
Get prospect counts: total added, active, closed
Calculate change from last week (e.g., "+10 prospects from last week")
Get wins and win rate (wins / total prospects)
Update slide with all numbers

Attest Karbon (WhippleWood CPAs, PLLC):

Open Karbon → Attest entity
Get same metrics: total, active, closed, wins, win rate
Update slide with all numbers

A3. Update Key Projects Table¶

Purpose: Ryan briefly touches on key projects, giving only key updates. The slide is there for the client to review in detail later.

For each project row:

Update STATUS (Done / In progress / On hold / Ready to go)
Update PROGRESS column with what was accomplished
Update NEXT STEPS / BLOCKER column
Highlight key updates in RED so Ryan knows what to mention
If project is DONE → move row to Appendix

A4. Update Content Production Section¶

Purpose: List all content produced this week that needs client review (blog articles, emails, press releases, etc.).

List each piece of content delivered this week
Include link to each item so client can open and review
Note: Links must work in client's Whipplewood account

A5. Update Request for Approval¶

Purpose: Any items needing client sign-off go here.

List items needing approval (tools, subscriptions, content, budget)
Include cost if requesting budget (e.g., "Rss.app ~$8.4/month")
Be specific about what you need approved

A6. Update Next Steps Section¶

Purpose: Key items to discuss with client if time allows. Ryan uses this to prioritize the call agenda.

List discussion topics ranked by priority
List action items that need assignment or decision
Most important items first

A7. Update Other Updates Section¶

Purpose: Detailed updates on all work done (big to small). Client can review everything, and this becomes source material for the monthly report.

For each notable update this week:

Write a clear headline (e.g., "OUTBOUND CAMPAIGN")
Write 2-3 sentence summary of what was done
Attach screenshot or preview link so client can see the work
Include results/metrics if available

A8. Update Appendix¶

Purpose: Archive completed projects. Remove old ones when starting a new month. Add supplemental info for any project here.

Move completed projects here from Key Projects table
At month start: clear previous month's completed projects
Add any supplemental project info as needed

A9. Update Activity Tracker (Google Sheet)¶

Purpose: Master tracker for KEY PROJECT TASKS only. Ryan reviews this before the call and uses it during the call to walk through activities with the client.

Open the Whipplewood Project Tracker (Google Sheet)
Review all tasks in each section:
WEBSITES
SYSTEMS & OUTBOUND
CONTENT & COMMUNICATION
OTHERS

For each task, update:

Status → Use dropdown (Done / In Progress / Ready to start / Not Started / Hold / Waiting / Ready for Review)
Due Date → Update if changed (this becomes "Done date" when task completes)
Relevant materials → Add links AND notes so Ryan can open/reference during call
Link to Google Doc, Slides, or URL of the work
Add context notes (e.g., "RL will stand up pages based on WW's existing content")
Owner → "Renn Labs" or "WhippleWood"
Assignee → Person doing the work
VERIFY ALL LINKS WORK → Click each link in Relevant materials. Fix any broken links.

Formatting rules:

When...	Do this...
Task is Done	Gray out the entire row
Sub-task is Done	Gray out that sub-task row individually
Task status changed THIS WEEK	Bold the task name (so Ryan sees what's new)
Task is fully complete	Cut row → Paste to "Done" tab
Task stuck for 1+ week	Escalate to Ryan immediately

Monthly maintenance: - First week of each month: Archive the Done tab (clear old completed items)

Status definitions: | Status | Meaning | |--------|---------| | Done | Completed, ready to move to Done tab | | In Progress | Actively working on | | Ready to start | Can begin, no blockers | | Ready for Review | Waiting for WW feedback | | Not Started | Planned but not begun | | Hold | Paused, waiting on decision | | Waiting | Blocked on WW action |

Note: Tracker is in Google Sheets. When client approves deliverables, we transform to Microsoft Suite format for their systems.

Example:

Whipplewood Project Tracker showing task hierarchy, statuses, and relevant materials links.

A10. Final Review + Submit¶

Review checklist: - [ ] Proofread all slides for typos and grammar errors - [ ] Verify all links work in the report - [ ] Verify all links work in the Activity Tracker (click every link in Relevant materials) - [ ] Check all numbers are updated (not last week's) - [ ] Confirm good English throughout - [ ] Self-check: Would Erik approve this quality?

Submit by 5pm VN: - [ ] Download report from Google Slides (File → Download → PowerPoint) - [ ] Upload to shared OneDrive folder - [ ] Send to Ryan + Erik via Slack by 5pm VN - [ ] Message: "Weekly report + tracker ready for review: [Report Google link] + [OneDrive link] + [Tracker link]" - [ ] Be prepared to answer questions if Ryan/Erik have any

Phase B: Post-Meeting Recap (Tuesday After Call)¶

B1. Get Recording/Notes from Ryan¶

Ryan will share meeting recording or notes after the call
If Ryan doesn't send within 1 hour → ask him

B2. Write Slack Recap¶

Purpose: Document key updates and action items in the shared Slack channel so client has a record.

Post in shared Whipplewood Slack channel
Use this format:

Weekly Call #[number] — [date]
[Access Link to recording]

Please find the key updates for today:

1. [Topic 1 - e.g., Funnel Report]
[Who] will [action item].
[Who] will [action item].

2. [Topic 2 - e.g., Content Approval]
[Sub-topic]:
[Who] will [action]. (HERE - link to doc)
[Sub-topic]:
[Who] will [action].

3. [Topic 3 - e.g., Project Updates]
[Project name]:
[Status update]. (HERE - link)
[Who] will [next step].

Writing tips: - Group updates by topic discussed on the call (Funnel, Content, Projects, etc.) - Embed action items naturally: "[Who] will [do what]" - Include links to relevant docs with "(HERE)" format - Keep it scannable - client should see who owns what at a glance

Example:

Slack Recap Example

Weekly Call #15 recap showing topic-based sections with embedded action items and links.

B3. Update ClickUp + Notify Ryan¶

Add all action items to ClickUp
Update any project statuses based on call decisions
Note any new requests for next week's report
If any BIG changes → notify Ryan immediately via Slack

Done When¶

Monday (by 5pm VN): - Report complete with all sections updated - Activity tracker updated - Uploaded to OneDrive - Sent to Ryan + Erik

Tuesday (After Call): - Recap posted in shared Whipplewood Slack channel - All action items added to ClickUp - Ryan notified of any big changes

If Stuck¶

Karbon access issues → Ask Ryan
OneDrive access issues → Ask Ryan for folder link
Missing project updates → Check ClickUp or Slack threads
Ryan didn't send recording/notes → Ask him directly
Unsure what goes in recap → Look at previous recaps in Slack
Unsure if something is a "big change" → When in doubt, tell Ryan
Task stuck for 1+ week → Escalate to Ryan immediately (don't wait for weekly report)
Broken link in tracker → Fix it or flag to Ryan if you can't access the source

FAQ¶

Q: What if I don't have updates for a section? A: Still include the section. Write "No updates this week" rather than deleting the slide.

Q: How do I know what to highlight in RED? A: Anything that changed this week, any blocker, or anything Ryan needs to discuss with the client.

Q: What if Ryan/Erik request changes after I submit? A: Make changes immediately. Prioritize over other work. Re-upload to OneDrive when done.

Q: What format for screenshots in Other Updates? A: Crop to show only relevant area. Add a red box/arrow if highlighting something specific.

Q: What if Karbon numbers don't match last week's "total"? A: This can happen if prospects are deleted or reclassified. Note the discrepancy and ask Ryan.

Q: When do I clear the Appendix? A: First week of each month. Archive the old completed projects, start fresh.

Q: What counts as a "big change" to notify Ryan? A: Scope changes, deadline changes, budget impacts, client escalations, or anything that affects other projects.

Q: What if the client doesn't respond to the recap? A: That's normal. The recap is for documentation. No response needed unless you asked a question.

Q: What tasks go in the Activity Tracker? A: Key project tasks only. Not every small to-do - just the major deliverables and milestones.

Q: What if a task is stuck for over a week? A: Escalate to Ryan immediately. Don't wait for the weekly report to surface blockers.

Q: How do I mark tasks that changed this week? A: Bold the task name in the tracker. This helps Ryan quickly see what's new.

Q: When do sub-tasks get grayed out? A: Gray out each sub-task individually when it's done. Don't wait for the parent task.

Q: How do I track when a task was completed? A: The Due Date becomes the Done date. When you move a task to the Done tab, the Due Date shows when it was completed.

Q: When do I archive the Done tab? A: First week of each month. Clear old completed items to keep the tab manageable.

Q: What if a link in Relevant Materials is broken? A: Fix it immediately. Broken links during the client call are embarrassing. Always verify links before submitting.