Stop brewing disappointment. Start here.
Your business is like a coffee machine. Skip the maintenance, get shit results.
This checklist separates the daily grind from the deep clean. Use it monthly to keep your solo operation running smooth instead of grinding to a halt.
No fluff. No theory. Just the boring stuff that actually works.
The stuff that keeps today's shot clean
Email Hygiene
🟪Inbox at zero (or close enough)
🟪Unsubscribe from one thing you don't read
🟪Update one contact with missing info
File Management
🟪Save today's work in the right bloody folder
🟪Delete one file you don't need
🟪Empty your downloads folder
Money Tracking
🟪Log any expenses (receipt photo counts)
🟪Check bank balance (5 seconds, stops nasty surprises)
🟪Invoice one overdue client (if applicable)
Sunday maintenance that saves Monday headaches
System Check
🟪Update project status in whatever system you use
🟪Check upcoming deadlines (next 2 weeks)
🟪Clear desktop clutter
🟪Backup critical files
Client Relationship Maintenance
🟪Send one "how's it going" message to a past client
🟪Update CRM with recent conversations
🟪Review and respond to any pending proposals
Process Tune-up
🟪Note one thing that felt harder than it should've been this week
🟪Fix one small recurring annoyance (broken link, outdated template, etc.)
The deep clean you avoid but need
Financial Audit
🟪Review all recurring subscriptions (cancel at least one)
🟪Check payment terms with regular clients
🟪Update pricing if you haven't in 6+ months
🟪Calculate actual hourly rate for last month
Process Review
🟪Document one process that's only in your head
🟪Identify your biggest time-waster and plan to fix it
🟪Review client feedback for patterns
🟪Update your "how I work" document
System Maintenance
🟪Update software (yes, all of it)
🟪Clean up cloud storage
🟪Test your backup system
🟪Review and update passwords
Relationship Hygiene
🟪Reach out to 3 people you haven't spoken to in ages
🟪Update LinkedIn connections with notes
🟪Clean email contacts (delete the dead ones)
The big clean that transforms everything
Strategic Review
🟪What's working? (Do more of this)
🟪What's broken? (Fix or ditch)
🟪What's missing? (One addition max)
🟪Review goals - still relevant or just legacy bullshit?
Client Portfolio Audit
🟪Rank clients by profit AND enjoyment
🟪Identify who to fire (yes, really)
🟪Plan how to get more clients like your best ones
🟪Update your "ideal client" profile
Process Overhaul
🟪Map your end-to-end client journey
🟪Identify the biggest bottleneck
🟪Create one new template/system to save future headaches
🟪Eliminate one step that adds no value
Capacity Planning
🟪Calculate realistic monthly capacity
🟪Set boundaries for next quarter
🟪Plan time off (book it now, work around it)
🟪Decide what you'll stop doing to make room for what matters
Your machine needs immediate attention if...
You're working weekends but income isn't growing
Clients are asking the same questions repeatedly
You can't find important files quickly
You're avoiding certain types of work
You haven't taken a proper break in 3+ months
Everything feels harder than it used to
Most solo operators treat maintenance like an optional extra. Then they wonder why their business feels like pushing shit uphill.
This checklist isn't sexy. It won't get you Instagram likes. But it's the difference between running a business and being run by one.
Your choice:
Spend 2 hours monthly on boring maintenance
Spend 20 hours quarterly fighting fires you could've prevented
Go on. Add each one of them to your calendar now.
Start Small: Pick one section. Do it consistently for a month before adding more.
Adapt It: This isn't scripture. Modify based on your business type and attention span.
Track Results: Note what changes after you start maintaining regularly. You'll be surprised.
Don't Be Perfect: Missing a week won't kill you. Missing a month might.