Year-end checklist - 10 steps to prepare you for 2025
**Checking the List, Checking It Twice**
No, not *that* list—the year-end clean-up checklist!
If you’re like many business owners, behind-the-scenes administrative work can fall to the wayside, and before you know it, there is a mountain of small tasks that threaten to take over. As the end of the year creeps in and projects slow down or pause over the holidays, it's a great time to take a few days to tackle some of these items. And if you do it on the first couple of days of the holiday, once you’re finished, you can enjoy some well-deserved time off relaxing or with family and friends, knowing that you’ll be starting the new year off on the right foot with a fresh slate, organized and ready to go!
1. Organize Project Management Tools and Files
Right now is an excellent time to start reviewing your project management tools (Asana, Trello, Monday.com, etc.) to make sure they’re organized in a way that helps you work efficiently. Archive any old projects, clean up any outstanding tasks that weren’t marked as complete, and review your current setup to see if there is a more efficient way to set up your projects/tasks. An organized digital workspace means you’re ready to tackle 2025!
2. Review Subscriptions
The end of the year is a perfect time to review all subscriptions for any software, tools, programs, etc. You might find you are paying for seats you aren’t using or a higher plan than is actually necessary. Cancel what you don’t really use or get benefit from, downgrade subscriptions where you can, or even look for free versions to see if they might meet your needs. Now is also a great time to watch for the Black Friday promos and end-of-year sales going on. This one task could end up saving you a good deal of money over the year.
3. Clean Up Data and Folders
Over the work year, data, files, and folders can get scattered all over, making it hard for you or your team to find what you need quickly. Take some time to clean up your folders: move client files to their designated location (like their Google Drive, One Drive, or Dropbox or wherever they belong), archive anything that needs to be kept for reference or delete outdated documents, and tidy up your own business related saved files. While this task can feel tedious, having an organized and clean folder structure will make life so much easier and stress-free in the new year.
4. Review Contracts and Agreements
Since you were just in all your business & client folders and everything is nicely organized, now is a great time to review your contracts with clients, contractors, and/or employees to make sure everything is current. Ensure that language is up to date with today’s legal standards, look at your fees and see if an update is necessary, and ensure contract terms reflect your services. This is also a good time to verify everyone’s contact info is up to date — this step will save any future headaches.
5. Reach Out to Past and Present Clients
While updating information, take this opportunity to reach out to all the clients you’ve worked with over the years. A small thank-you note can mean a lot, and it’s a great way to keep your services and business at the top of their mind. This simple gesture can help with client loyalty and potentially lead to referrals or new projects.
6. Organize Financials and Start on Tax Prep
Getting a headstart on organizing your finances can save a lot of stress at tax time. Gather any paper receipts so they are ready. Keep all invoices and expenses recorded, and if you’re not already, consider using a bookkeeping tool or even a basic Google spreadsheet to help keep things in order. Begin planning for taxes by reviewing income, purchases, expenses, and more, and set aside any necessary funds. This will help tax season run much smoother and also allow you to be on top of your financial health.
7. Reflect on Wins
2024 has been quite a year! And while it’s easy to remember what didn’t go well, take some time to reflect on your wins! Write down your achievements, big or small, and see how far you’ve come. It’s a great chance to build your confidence and focus on the positives as you head into the new year.
8. Acknowledge Team Contributions with a Year-End Party
If you work with contractors or employees, remember it takes a village, so take some time to thank them for their help over the year. Hosting a quick year-end party (in-person or virtual) can be a fun way to connect and show your appreciation, even if you’re a small team. A little gratitude can go a long way!
9. Declutter Your Workspace for a Fresh Start
Now that everything else is organized, it’s time to turn to your workspace! Throw out, shred and recycle old papers, toss dead pens, and get rid of the clutter. Refresh your space with new items, like a new plant, and updated photos. Get a colorful desk organizer, some new post-its and pens. When your workspace feels fresh, organized and fun, you’ll be ready to tackle the year ahead with new energy, feeling relieved and stress-free.
10. Schedule Regular ‘Admin Days’ for Next Year
Now that this is all done put some time on your calendar for monthly or quarterly “admin” days to take care of these tasks throughout the year. This one simple habit can keep you organized and on track to save you that big year-end crunch for next year.
With your year-end checklist complete, enjoy some well-deserved time off and relax, knowing you are starting the new year organized, refreshed, and motivated.
Written by Amber Hart