FREE CHECKLIST

Business Machine Maintenance

Stop brewing disappointment. Start here.

Why This Exists

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.

Daily Grind (5 minutes max)

Inbox at zero (or close enough) Check bank balance

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🔧 DAILY GRIND (5 minutes max)

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)

🧽 WEEKLY CLEAN (30 minutes)

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Note one thing that felt harder than it should've been this week Fix one small recurring annoyance (broken link, outdated template, etc.)

⚙️ MONTHLY DESCALE (2 hours)

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)

🔥 QUARTERLY OVERHAUL (Half day)

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

🚨 WARNING SIGNS

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

THE BRUTAL TRUTH

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 to your calendar now.

USAGE NOTES

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.

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