📪 HH #59: Are You Running Your Business or Guessing Your Way Through It

Track to Thrive_ Building a Business on Data and Relationships

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Good morning, haulers ☕

I was on a call yesterday with a bright young man, going over strategy and lead generation tactics. His mindset was “go, go, go”—get leads, close deals, and worry about everything else later.

At first, this seemed like a common and energetic approach to business. But as we talked, we realized this strategy wasn’t serving him as well as it could.

Here’s why: he wasn’t keeping track of the basics.

When you don’t track everything in your business—from every expense to every job—you lose the ability to make informed decisions. You’re guessing instead of knowing.

And running a business based on gut feelings and hope is a recipe for frustration and missed opportunities.

What We’ll Cover Today:

• The critical importance of tracking everything in your business.

  
  

• Why "go, go, go" isn’t always the best strategy.

  
  

• Step-by-step guidance to set up simple, effective systems.

  
  

• How organization directly impacts profits and customer relationships.

  
  

• Avoiding common pitfalls in tax season and expense tracking.

Why Tracking Matters

Every decision you make in your business needs to be backed by data. Without it, you’re flying blind. You don’t know whether to stop, adjust, or double down on a strategy because you don’t have the numbers to guide you.

Think about lead generation platforms like Yelp or Angi’s. They send you a flood of leads, but those leads come at a cost. Without tracking every lead—whether it turned into a job, why it didn’t, and how much revenue it brought in—you have no idea if that platform is actually worth the investment.

Are you:

• Wasting money on a platform that isn’t producing?

  
  

• Missing opportunities to optimize what’s already working?

  
  

• Leaving money on the table by not doubling down on a high ROI platform?

You won’t know unless you track every lead and outcome.

Start with a Simple CRM

If you don’t already have a customer relationship management (CRM) system, now is the time to set one up. It doesn’t have to be expensive or fancy. Even a simple spreadsheet will work if you’re just starting out.

Here’s what to track:

1. Customer Details: Name, phone number, email, and location.

   
   

2. Job Information: What the job was, how much it cost, and whether it was completed.

   
   

3. Lead Source: How the customer found you (referral, Google, Yelp, etc.).

   
   

4. Lead Status: Won, lost, bad lead, or unresponsive.

When I first started my business, I used free tools and input everything by hand. It wasn’t glamorous, but it worked. Having all the data in one place allowed me to make smarter decisions, like cutting platforms that weren’t performing and investing more in the ones that were.

Create Systems for Customer Relationships

Tracking isn’t just about numbers; it’s about building relationships. Every time you interact with a customer, you have an opportunity to create value and set yourself apart. Example 👇

When you answer the phone, start with:

“Hi, this is [Name] from [Your Business]. Who do I have the pleasure of speaking with today?”

💥 Boom. You’ve got their name. Write it down with their phone number.

During the call, offer to send them an email with all the information they need. This does two things:

1. Saves them the hassle of writing down or remembering everything you said.

   
   

2. Puts your business directly into their inbox, eliminating the risk of them forgetting you or looking for a competitor later.

Bonus points: Ask about their timeline for the job and mark it down. If they say it’s a week away, follow up in a couple of days. If it’s a month away, set a reminder to check back in a few weeks.

By doing this, you’re building trust and laying the foundation for a relationship.

The Cost of Neglecting the Basics

Here’s where ignoring these systems will hurt you:

1. Missed Revenue Opportunities: Without tracking leads and follow-ups, you’re letting potential jobs slip through the cracks.

   
   

2. Tax-Time Chaos: Showing up with a box of receipts is stressful, time-consuming, and will likely cost you money. If you forget expenses, you’ll pay more taxes than necessary. Misreport income, and you’ll face even bigger headaches.

   
   

3. Inefficient Advertising: Without knowing which platforms are working, you’ll either overspend on low-performing ads or miss the chance to scale high-performing ones.

What to Do Today

If this feels overwhelming, don’t worry—it doesn’t have to be complicated. Start small:

1. Set Up a Basic CRM: Whether it’s a spreadsheet, free software, or a paid platform, start collecting data on every customer and job.

   
   

2. Track Every Lead: Note how many leads come in, where they’re from, whether they converted, and how much revenue they generated.

   
   

3. Get Contact Information: Use phone calls as an opportunity to collect names, emails, and timelines.

   
   

4. Review Your Expenses: Understand where your money is going and whether it’s delivering a return.

   
   

5. Plan for Tax Season: Stay organized year-round to make tax time painless and accurate.

The Bigger Picture

When you build these systems, you’re not just organizing your business—you’re giving yourself the tools to grow. You’ll have:

• Confidence in your decisions.

  
  

• Better relationships with your customers.

  
  

• More profit and less stress.

If you’ve been running your business without these systems, it’s not too late to start. And if you’re unsure where to begin or need help setting things up, reply to this email. Let’s get on a call, and I’ll help you take the first step.

What We Learned:

1. Data is Key: Tracking every lead, job, and expense allows you to make informed decisions and maximize profits.

   
   

2. Relationships Matter: Simple actions like collecting names and emails can build trust and set you apart.

   
   

3. Systems Prevent Chaos: Organization saves time, reduces stress, and increases efficiency in every part of your business.

   
   

4. Basics Lead to Growth: A solid foundation of data and systems enables you to scale confidently.

Let’s get back to basics together and build a business that thrives on organization and smart decisions.✌️✌️

Justin Hubbard

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