Operational workflow and reporting · Operational process · not automated
Weekly Renewals Review & Task Matrix
A weekly review format and daily task matrix that give managers a consistent view of active renewals and give renewal owners clear daily priorities.
What this shows: I can give managers a consistent view of renewal risk with process design alone, no new software required.
Challenge
Managers needed a consistent weekly view of active deals, critical risks, and next steps. Renewal owners needed actionable daily priorities.
My role
I designed the review structure, reporting rules, and daily task matrix, and produced the reporting artifacts.
Approach
- Focused weekly reviews on in-progress deals, excluding on-hold and completed deals where appropriate.
- Captured account context, contract timing, contact status, commercial issues, blockers, owners, and next actions.
- Built daily task matrices and outreach checks from CRM activity, stage, and contract-date context.
- Used Contract Start Date as the reporting baseline, not HubSpot Close Date by default.
- Set a 90-day pre-renewal outreach check that separates "contacted", "enrolled in sequence", and "not reached".
Tools
HubSpot, Google Sheets, Excel
Result
A repeatable decision framework and reporting artifacts (process and spreadsheets), not a deployed automation.
Limitations
- Integration with the Renewals Tracker is planned but on hold because of environment and permission constraints.
Technical depth
- Outreach status uses three distinct states, so "enrolled in a sequence" is never counted as "reached".
- Reporting is anchored to Contract Start Date so renewal timing reflects contract terms rather than CRM close events.