The Health Check System That Cut Our Weekly Reviews in Half

Why We Built This System

For most agencies, weekly reviews feel like this:

• Managers clicking into 20+ projects just to figure out what’s on fire
  

• Account Managers giving subjective updates instead of objective data
  

• Teams with no actual standardized risk system to rely on 

We’ve all been in those meetings. They’re slow, inefficient, and you miss red flags until it’s too late.

That’s how we came to build a custom Health Check system powered by custom AI workflows and a simple, elegant two-formula logic giving managers an at-a-glance view of everything that matters.

The Two-Formula Health Check That Runs the Entire View

I’ll tell you exactly how it works.

Step One: Lifecycle Filtering (Stop the Noise)

Before we calculate anything, the workflow asks: Is this project Completed? Cancelled? Blocked?

If the answer is yes to any of those inquiries, the system automatically filters those out, so your managers only review active work. This clears up clutter and leaves no room for ambiguity.

Step Two: Priority-Based Risk Evaluation

Once the lifecycle is verified, the formulas run through a hierarchy of checks:

A. Critical Red Flags (Highest Priority)

The system instantly flags:

• Churn risk

• Way behind schedule

• Overdue beyond threshold

If any of these are true, the project becomes Critical, no matter what the other data says.

B. Combined Risk Factors (Next Priority)

When the system detects multiple medium-level issues at once, such as mediocre progress, low satisfaction, or timeline pressure, it classifies the project as At Risk.

This is where a ton of “surprise churn” lives, and where most agencies fail to intervene.

C. Final Output: Overall Health Score

The formula merges manual inputs (Progress + Client Satisfaction) and objective metrics (end dates, task completion %, timeline pressure), and outputs a clean, intuitive indicator:

🟢 Healthy
🟡 At Risk
🔴 Critical

Projects are automatically grouped by their status so the biggest problems literally rise to the top of the screen.

What This System Changes Inside a Meeting

Here’s what happens when you run this correctly:

• Weekly reviews drop from 45-60 minutes to 15-30 minutes

• Critical projects surface instantly (no clicking into cards)

• Managers can easily spot patterns across accounts and intervene proactively

• Account Managers can finally give consistent, objective updates

• Churn risk becomes visible weeks before a client leaves

There’s only one requirement for this to work: The Progress, Satisfaction, and End Dates need to be updated weekly.

Garbage in, garbage out. With accurate inputs, the system becomes foolproof.

If you want us to build this same Health Check workflow inside your existing PM system (and cut your review time in half), book a call with us here. We’ll walk you through exactly how we implement it for agencies at your scale.

Why This Matters

Most agencies overcomplicate project management. They buy software, add more dashboards, and build more reports.

What they really need is a simple, automated decision-support layer that tells managers:

“Here’s what’s good. Here’s what’s bad. Here’s what needs attention today.”

This system does exactly that. Plus, it’s lightweight, scalable, and tailored to the way account managers actually work.

3 Things You Can Do Today:

1. Define your red flags. Document the top 3-5 conditions that qualify a project as “Critical” in your world: overdue, churn signals, stalled deliverables, etc.

2. Standardize weekly inputs. Have your AMs update Progress, Satisfaction, and End Dates every Friday. Consistency outranks everything.

3. Let us build the automated logic for you. Instead of duct-taping a system together, we can build you the full Health Check workflow in your tools, with your data, and customized to your delivery model.

Ready to Make Your Weekly Reviews 2× Faster and 10× Clearer?

If you want this exact Health Check system implemented inside your agency, book a call with us here. We'll show you how to get full project visibility without adding new platforms or manual reporting.

Want us to run a diagnostics on which of the following systems you need the most help with and put together an easy-to-implement action plan to improve them? So you can finally escape agency prison and build your dream agency? Book a demo here!

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