In my previous post, I shared six preconditions for launching a Product Ops function. Today, I want to get tactical. Below are a set of templates, frameworks, and worksheets you can use to build a Product Ops playbook that fits your organization. These don’t have to be taken literally; you can always adjust for the culture of your org.
1. Charter Template
Purpose: Define the scope, purpose, and guardrails of Product Ops.
Product Ops Charter
1. Mission Statement
- What Product Ops exists to do (Example: enabling, not owning strategy).
2. Scope of Responsibilities
- Insights & Analytics
- Planning & Portfolio Support
- Tools & Systems
- Process Standardization & Enablement
3. Out of Scope
- (e.g., Setting product strategy, owning feature roadmaps)
4. Stakeholders
- Product, Engineering, Design, GTM, Legal, Privacy
5. Success Measures
- Example: Reduce planning cycle from X to Y weeks
- Example: Improve roadmap visibility across org
2. Sponsor Responsibilities & Commitment Template
Purpose: Ensure executive sponsors are aligned and accountable.
Sponsor Commitment Agreement
Sponsors Names: ______________________
Roles/Titles: ________________________
Commitments:
- Provide air cover and advocacy for Product Ops initiatives.
- Participate in quarterly alignment sessions.
- Help resolve conflicts between teams when standardization is resisted.
- Approve and resource initial tools/investments.
- Act as a visible champion of Product Ops purpose.
Signature: ________________________ Date: __________
3. Initial Metrics Worksheet
Purpose: Co-create measurable outcomes with executive sponsors.
Metrics Worksheet
1. Goal Areas (check all that apply)
[ ] Planning Efficiency
[ ] Data Accessibility
[ ] Standardization
[ ] Product Team Enablement
[ ] Portfolio Visibility
2. Baseline Metrics
- Current planning cycle length: ______ weeks
- % of roadmap with customer insights attached: ______
- % of PM time spent on reporting/admin: ______
3. Target Metrics (next 12 months)
- Reduce planning cycle by: ___%
- Increase data adoption by: ___%
- Improve satisfaction (PM survey): ___%
4. Core Systems of Record Worksheet
Purpose: Document existing tools and identify gaps.
Stakeholders and SMEs (people who know where the bodies are buried)
______________
______________
______________
Core Systems of Record
1. Customer Feedback
- Tool(s): ___________________
- Owner: ___________________
- Health (1-5): ___
2. Product Analytics
- Tool(s): ___________________
- Owner: ___________________
- Health (1-5): ___
3. Project Tracking
- Tool(s): ___________________
- Owner: ___________________
- Health (1-5): ___
4. Roadmapping
- Tool(s): ___________________
- Owner: ___________________
- Health (1-5): ___
5. Integrations / Gaps
- Notes: _____________________________________
5. Baseline Culture for Data-Driven Design Worksheet
Purpose: Assess organizational readiness for data-driven decisions.
Data-Driven Culture Assessment
1. Frequency of Data Use in Decision-Making
- Rare | Sometimes | Often | Always
2. Accessibility of Data
- PMs self-serve data? Yes / No
- Data dashboards available? Yes / No
3. Trust in Data
- Teams align on definitions (e.g., “active user”)? Yes / No
- Known data quality issues? __________________
4. Current Gaps
- _________________________________
- _________________________________
6. List of Templates & Worksheets for a Full Program
Here’s a full set of assets you’d expect in a Product Ops Playbook. Watch for these to be added and built out here over time!
- Product Ops Charter
- Sponsor Responsibilities & Commitment Agreement
- Initial Metrics Worksheet
- Core Systems of Record Worksheet
- Data-Driven Culture Assessment
- Standardized Roadmap Template
- Portfolio Planning Framework
- PM Enablement Checklist
- Feedback Loop Template (for continuous improvement)
- Quarterly Business Review (QBR) Template
- Process Sunset Framework (when to retire a process)