The renewal-table article gives the why – this page gives the finished tool. Five columns, a quarterly routine, and never again a contract that quietly rolls over. Copy it into your own spreadsheet and fill it in from the portfolio inventory.
- The columns: contract, renewal date, end of cancellation window, this year's task, owner.
- The table's organising principle is time: rows ordered by renewal date, in calendar order.
- Using it takes five minutes a quarter: what's coming in the next three months?
The template
| Contract | Renewal date | End of cancellation window* | This year's task | Owner |
|---|---|---|---|---|
| Fleet insurance | 1 January | per the conditions (e.g. 30 days before renewal) | update vehicle list, tender | A. Kovács |
| Premises property | 1 March | per the conditions | update values (new production line!) | A. Kovács |
| Operations liability | 15 June | per the conditions | check limit against the new client's requirement | managing director |
| Group accident | 1 September | per the conditions | update headcount, add new joiners | HR |
* The length of the cancellation window differs by contract – enter the exact date from your own conditions in each row. The sample rows are illustrations: replace them with your own portfolio.
Filling it in and ordering it
The source is fields 6–7 of the portfolio inventory – carrying the data across from there takes ten minutes. Order the rows by the renewal date's calendar sequence: read from the top, the table then becomes the year's schedule. The "task" column refreshes annually: the annual review's decisions get entered back here – concretely, not at the level of "take a look." A useful addition is a sixth, flag column: highlighting the row where tendering will happen this year.
The quarterly routine
Using the table comes down to one repeated question: what's coming in the next 90 days? Five minutes each quarter: scan the coming period's renewal dates and window deadlines, and if a window is approaching, start the process – updating data, deciding on tendering, a switching schedule. Combined with a calendar reminder (6 weeks before the window closes), the system is essentially self-running. Under a broker mandate I carry this tracking – but the table still belongs to the company: transparency isn't something you outsource.
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