1. Start with one client record
Keep a single contact record for each business relationship. Add the person, company and the best way to reach them. Record what they need and the next action you have agreed, rather than copying the same details between lists.
2. Give every opportunity a next step
Use a small pipeline: new conversation, qualified need, proposal and decision. Define what each stage means. A lead should move forward when something changes, not simply because time has passed. Set a date for the next conversation.
3. Agree the work before planning it
A useful quote explains deliverables, exclusions, timing and price. Check that both sides understand the result. Once approved, turn the agreed scope into a project with a responsible person and a realistic deadline.
4. Bring the project into your day
Break the project into tasks that can be completed and checked. Use My Day to choose the next useful action. Keep a little space for client feedback and unexpected work rather than filling every hour.
5. Track time while the work is fresh
Record time against the work it belongs to, with a short description. Review it weekly against your estimate. If the scope changes, discuss that change with the client before absorbing more work silently.
6. Close the loop with clear documents
Review the agreed scope and delivered work before preparing an invoice. Make payment details and the due date clear. Keep the client record, project and supporting documents connected so a future question can be answered easily.
7. Learn from the result
After delivery, compare estimated and actual effort. Note where handoffs slowed down and which tasks you can reuse. A short weekly review is more useful than a complicated system you never maintain.