Guides › Managing a Team
Track how a new process is bedding in each week
A one-minute weekly check-in for staff, results in one sheet and a Friday summary of what's working, what's stuck and what to fix.
When to use it
Every week for the first two months after a change goes live
Step by step
Create a tiny check-in form
In Microsoft Forms or Google Forms, ask four things: how well the new process worked this week (1 to 5), what got in the way, any workaround used, and one suggestion. Keep it anonymous.
Collect answers in a spreadsheet
Open the responses in Excel or link them to Google Sheets so every week's answers sit in one place.
Send a weekly reminder
Set up a recurring Outlook or Google Calendar event every Thursday for the team with the form link in the description.
Summarise on Fridays
Copy the week's responses into your AI assistant with this prompt.
Prompt to copyHere are this week's anonymous check-in responses about the new [process name], plus last week's average score of [score]. 1) Give this week's average and the change. 2) Group the problems into themes with counts and one example each. 3) List any workarounds people are using, as these may signal a design gap. 4) Suggest the top 3 fixes, ranked by how many people they'd help. 5) Write a short, encouraging update I can send to the team. Use only the data provided. [paste responses]Close the loop
Send the team update and log the fixes in a 'Changes made' tab, so people see their feedback leads to action.
What you get
Score: 3.8 (up from 3.1). Top issue: approval emails going to junk (7 of 15). Workaround spotted: people printing the form and scanning it back. Fix 1: add the approval sender to the safe list. Team update: 'Thanks for sticking with it; two fixes go in on Monday.'
Tips
- Stop the weekly check-in once scores level off, so people don't get survey fatigue.