01/21/2026
Last year, we tracked more intentionally.
Not because I love spreadsheets—but because I wanted clearer signals about what was actually happening in the business.
Here’s what we have continued to track:
Time spent by client and by project = an accurate reflection of how long things take, so we can estimate and quote contracts more accurately and ensure profitability by creating boundaries when prospects ask for more than they have budget to support.
How long contracts take to close (lulls aren’t emergencies—they’re patterns). This helps us plan workflow short and long term. We know how long things take on average, when we have vacations scheduled, and who's going to stay on track to meet deadlines.
When cash actually lands, not just when invoices go out. Some clients have schedules and internal processes that don't always match the calendar of due dates. When we know, we plan for it.
How much revenue comes from projects vs. retainers, and what that says about risk. Losing 1 client shouldn't put anyone on my team or in my invoice pile at risk. A healthy mix is key.
I’d tracked versions of all of this before.
2025 is when it became sharper and more useful when I actually went back and reviewed the data.
This year, I’m tracking further upstream:
Where leads are coming from
Which turn into real conversations
Which conversations turn into proposals and which are a bad match
And where momentum quietly drops off
One important distinction I’ve learned:
Tracking isn’t doing.
Spreadsheets can create the feeling of productivity without creating change.
The value is in what the data points to next.
Good tracking doesn’t just describe the business—it helps you decide where to focus your energy, consistently, on what actually moves the needle.
Clarity reduces panic.
Action builds momentum and resilience.
My tracker gets a quick update on Mondays and as needed throughout the week, so I always know where I stand.
And no, it's not a fancy CRM, it's custom to what I want to see, not what some expensive software tells me is important.
