šŖ HH #59: Are You Running Your Business or Guessing Your Way Through It
- Justin Hubbard
- Jan 15
- 5 min read
Good morning, haulers ā
I was on a call yesterday with a bright young man, going over strategy and lead generation tactics. His mindset was āgo, go, goāāget 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 wasnāt serving him as well as it could.
Hereās why: he wasnāt keeping track of the basics.
When you donāt track everything in your businessāfrom every expense to every jobāyou lose the ability to make informed decisions. Youāre guessing instead of knowing.
And running a business based on gut feelings and hope is a recipe for frustration and missed opportunities.
Ā
What Weāll Cover Today:
The critical importance of tracking everything in your business.
Why "go, go, go" isnāt 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, youāre flying blind. You donāt know whether to stop, adjust, or double down on a strategy because you donāt have the numbers to guide you.
Think about lead generation platforms like Yelp or Angiās. They send you a flood of leads, but those leads come at a cost. Without tracking every leadāwhether it turned into a job, why it didnāt, and how much revenue it brought ināyou have no idea if that platform is actually worth the investment.
Are you:
Wasting money on a platform that isnāt producing?
Missing opportunities to optimize whatās already working?
Leaving money on the table by not doubling down on a high ROI platform?
You wonāt know unless you track every lead and outcome.
Start with a Simple CRM
If you donāt already have a customer relationship management (CRM) system, now is the time to set one up. It doesnāt have to be expensive or fancy. Even a simple spreadsheet will work if youāre just starting out.
Hereās what to track:
Customer Details: Name, phone number, email, and location.
Job Information: What the job was, how much it cost, and whether it was completed.
Lead Source: How the customer found you (referral, Google, Yelp, etc.).
Lead Status: Won, lost, bad lead, or unresponsive.
When I first started my business, I used free tools and input everything by hand. It wasnāt glamorous, but it worked. Having all the data in one place allowed me to make smarter decisions, like cutting platforms that werenāt performing and investing more in the ones that were.
Create Systems for Customer Relationships
Tracking isnāt just about numbers; itās about building relationships. Every time you interact with a customer, you have an opportunity to create value and set yourself apart. Example š
When you answer the phone, start with:
āHi, this is [Name] from [Your Business]. Who do I have the pleasure of speaking with today?ā
š„ Boom. Youāve 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:
Saves them the hassle of writing down or remembering everything you said.
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 itās a week away, follow up in a couple of days. If itās a month away, set a reminder to check back in a few weeks.
By doing this, youāre building trust and laying the foundation for a relationship.
The Cost of Neglecting the Basics
Hereās where ignoring these systems will hurt you:
Missed Revenue Opportunities: Without tracking leads and follow-ups, youāre letting potential jobs slip through the cracks.
Tax-Time Chaos: Showing up with a box of receipts is stressful, time-consuming, and will likely cost you money. If you forget expenses, youāll pay more taxes than necessary. Misreport income, and youāll face even bigger headaches.
Inefficient Advertising: Without knowing which platforms are working, youāll either overspend on low-performing ads or miss the chance to scale high-performing ones.
What to Do Today
If this feels overwhelming, donāt worryāit doesnāt have to be complicated. Start small:
Set Up a Basic CRM: Whether itās a spreadsheet, free software, or a paid platform, start collecting data on every customer and job.
Track Every Lead: Note how many leads come in, where theyāre from, whether they converted, and how much revenue they generated.
Get Contact Information: Use phone calls as an opportunity to collect names, emails, and timelines.
Review Your Expenses: Understand where your money is going and whether itās delivering a return.
Plan for Tax Season: Stay organized year-round to make tax time painless and accurate.
The Bigger Picture
When you build these systems, youāre not just organizing your businessāyouāre giving yourself the tools to grow. Youāll have:
Confidence in your decisions.
Better relationships with your customers.
More profit and less stress.
If youāve been running your business without these systems, itās not too late to start. And if youāre unsure where to begin or need help setting things up, reply to this email. Letās get on a call, and Iāll help you take the first step.
What We Learned:
Data is Key: Tracking every lead, job, and expense allows you to make informed decisions and maximize profits.
Relationships Matter: Simple actions like collecting names and emails can build trust and set you apart.
Systems Prevent Chaos: Organization saves time, reduces stress, and increases efficiency in every part of your business.
Basics Lead to Growth: A solid foundation of data and systems enables you to scale confidently.
Letās get back to basics together and build a business that thrives on organization and smart decisions.āļøāļø


Justin Hubbard
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