The Master GEM Planner Spreadsheet

1. Purpose of the Master GEM Planner

To maintain efficiency and prevent file clutter, Linku2 uses a single Master GEM Planner Spreadsheet to track all upcoming, mid-to-long-term client deliverables (3 to 6 months out).

The Rule: We do not create individual planning documents (Word or Excel) for each client. All client activities live on this one centralized spreadsheet until it is time to execute them.

2. Spreadsheet Column Setup

The spreadsheet is kept intentionally simple to allow for instant sorting. The header row contains the following columns:

Column	Header Name	What to put in it
A	Action Date	The exact date the task needs to happen (Format: DD/MM/YYYY so it sorts perfectly).
B	Client Name	The name of the client.
C	Task / Deliverable	What actually needs to be done (e.g., "Publish Classified", "Draft Blog Idea").
D	Link / Asset Location	Where the text or image is saved (e.g., "Link to Google Drive folder" or "Client supplied via email").
E	Status	A quick note area (e.g., "Added to This Week Board", "Waiting on client images").

3. Adding New Client Activities (Post-Report Planning)

The Master GEM Planner is only updated when a client's 3-6 month roadmap is created. This happens immediately after completing a Mid-Term or Renewal Report.

Step 1: Open the Master GEM Planner Spreadsheet.
Step 2: Scroll to the bottom of your current list.
Step 3: Copy the dates created for you in your Post-Report Client Scheduling into your spreadsheet.
Step 4: SAVE the spreadsheet with today's date. You do not need to look at these tasks again until their date approaches.

4. The Friday Extraction (Weekly Scheduling)

The Master GEM Planner is not a daily to-do list. It is only accessed once a week during the Friday planning session to feed the "This Week" board.

Step 1: Open the Master GEM Planner Spreadsheet every Friday afternoon.
Step 2: Click the sort/filter button on the Action Date (Column A) to order the entire list chronologically.
Step 3: Look only at the tasks scheduled for the upcoming week.
Step 4: Open your "This Week" Board and create actionable task cards in the Mon-Sun stages for every item listed for that week (see below for best creation procedure).
Step 5: Update the Status column (Column E) in the spreadsheet to "Added to Board" so you know those tasks are officially in motion.
Step 6: Close the spreadsheet.

Transfer of Master Spreadsheet rows into Board Tasks

Monitor 1: The Roadmap (Your Spreadsheet)

Open your Master GEM Planner Spreadsheet on your first screen.
Ensure you have clicked the sort/filter button on the Action Date column so everything is ordered chronologically.
Look strictly at the tasks scheduled for the upcoming week.

Monitor 2: The Action Plan (Your Board)

Open your Fluent Boards "This Week" board on your second screen.

The Human Conveyor Belt

Now that you have everything perfectly visible, you just act like a human conveyor belt:

If you have time when adding the tasks to the Board to create or schedule some of the tasks you can always do so and get them in your schedule.

Here is exactly what that weekly cycle will look like in practice:

Your Weekly "Conveyor Belt" Routine

When you complete a task move it to the "Completed" stage. If the task doesn't auto mark itself as green completed open the task and tick on the small circle to the left of the task title.

1. The Clean Slate Before you move anything new, take a moment to archive or delete everything currently sitting in your "Done" stage. This gives you the psychological win of clearing your desk and leaves you with a fresh workspace for Monday morning.

2. The Drag and Drop Look at the tasks currently sitting in your "Next Week" stage. Since that week has now arrived, simply drag those tasks directly into their corresponding Monday-Sunday columns based on the exact day you want to tackle them.

3. The Refill (Using Your Dual Screens) Now, you refill the pipeline:

Sort your Master GEM Planner Spreadsheet by date.
Look at the tasks coming up for the new following week.
Look left: Copy the Client Name and Task from your spreadsheet.
Look right: Click "Add Task" in the "Next Week" stage on your board and paste the text of name and task in title then "Create Task".
Paste Links: Open Task. If there is an asset link, quickly copy it from the spreadsheet and drop it into the description of the new task card on the board.
Set Date and CRM link: Set the date of the task and add your client CRM contact - Close the task
Mark Done: Type "Added to Board" into the Status column of your spreadsheet.
Move to the Next: Drop down to the next row and repeat!

By working one week ahead like this, your board is always primed and ready to go.