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Agency & Client Ops

Deliverable Review-Round Tracker

Every deliverable's review rounds tracked so nothing spins in circles.

Saves about ~1 hr per week

What it does

  • Creates a review record per deliverable
  • Tracks round number and status
  • Reminds when a round has been idle too long
  • Flags deliverables stuck in 3+ rounds

How it works

  1. Deliverable added
  2. Review rounds counted
  3. Idle reminders fire
  4. Stuck deliverables flagged

What's included

  • Review DB
  • Round tracking
  • Idle + stuck flags

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Notion.

Step 1: Set up the review DB

  1. Create a Notion database 'Deliverables': Project, Deliverable, Round, Status, Last Updated, Owner.
  2. Add statuses: In Review, Changes, Approved, Idle.
  3. Connect the internal integration.
  4. Test creating a record.
  5. Keep the Round as a number, not text.

Watch out: A numeric Round column is what makes '3+ rounds' detectable — a text column ('round three') can't be compared.

Step 2: Create records on handoff

  1. Trigger: when a deliverable is handed to the client (or a sheet/form marks it).
  2. Create the record with Round = 1, Status = In Review.
  3. Attach the deliverable link.
  4. Test the creation.
  5. Keep creation friction-free.

Watch out: The creation trigger is the discipline point — if records only exist when remembered, the tracker tracks nothing.

Step 3: Add the idle reminder

  1. Weekly scan: any In Review or Changes record with Last Updated > 7 days.
  2. Post a poke to Slack/email: deliverable, round, days idle.
  3. Daily scan for > 14 days (escalate).
  4. Test with stale records.
  5. Adjust thresholds to your rhythm.

Watch out: The idle reminder is what stops reviews rotting — a deliverable that sits un-reviewed for 3 weeks is a client relationship leak.

Step 4: Flag the stuck

  1. Flag any deliverable at Round ≥ 3 with a note.
  2. Monthly report: rounds-per-deliverable average, stuck list.
  3. For stuck ones, propose a 'converge' meeting.
  4. Review the report with your team.
  5. Tune where reviews get stuck.

Watch out: Three rounds is usually a sign the feedback isn't converging — the flag should trigger a conversation about the brief, not another pointless round.

Frequently asked questions

What does the Deliverable Review-Round Tracker automation do?

Every deliverable's review rounds tracked so nothing spins in circles. Creates a review record per deliverable

How much time does Deliverable Review-Round Tracker save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Deliverable Review-Round Tracker use?

It works with Notion.

What does Deliverable Review-Round Tracker include?

Review DB, Round tracking, Idle + stuck flags.

Can I set up Deliverable Review-Round Tracker myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.