3-Day Challenge: Start Your Year Right – A Contractor’s Guide to Getting Organized

The new year is here, and while most people are making resolutions they won’t keep, smart contractors know this is the perfect time to get their business in order. The problem? You’re busy. There are jobs to finish, customers to call, invoices to send, and a pile of admin work you’ve been putting off.  

That’s why we’ve created this 3-day challenge—short, effective tasks that will help you clean up the mess from last year and set yourself up for success in the new one. No fluff, no wasted time—just real, actionable steps that make a difference.  

Let’s get started.  

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Day 1: Clean Up Your Job Data & Pipeline

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You probably have a few loose ends hanging from last year—jobs that were completed but never invoiced, estimates that went unanswered, or leads that went cold. It’s easy to let these things slide when you’re focused on getting the work done, but unfinished business means lost revenue. A job that isn’t invoiced is money you might never collect. A missed invoice here, a forgotten callback there, and suddenly, you're losing thousands without realizing it.

Instead of leaving money on the table, use today to clean up your job pipeline. 

Start by looking at last year’s projects—are there outstanding invoices? Unsent follow-ups? Maybe a customer who said, "Let me think about it," but never got back to you? 

Go through your records and make sure every completed job has been closed properly, either by invoicing, marking it as lost, or following up one last time.  

A tool like MotionOps can help you by tracking jobs from estimate to completion, so you don’t have to dig through old emails, spreadsheets and random pieces of paper in your office or truck. You can see which jobs are pending, which invoices are overdue and what needs your immediate attention - all at a glance.  

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✅ Task: Go through last year’s job records. Send follow-ups for any outstanding estimates, invoices, or job inquiries. Mark old leads as lost or archived, and make sure every job from last year is fully closed out.  

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Day 2: Organize Your Team & Schedule Smarter

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A new year means new projects, new clients, and new scheduling challenges. The biggest mistake contractors make with scheduling is relying too much on memory and last-minute adjustments. If you’re like most contractors, last year’s schedule was a mix of planned jobs, last-minute bookings, and emergency calls—with a few gaps that could have been filled more efficiently. This is the perfect time to optimize how your team is assigned so you’re not scrambling every week.  

Start by looking at how your crew was scheduled last year. Were certain employees overloaded while others had too much downtime? Did you have enough coverage for big jobs, or were you constantly short-handed? Poor scheduling leads to burnout, delays, and unhappy customers. This year, aim for a balanced, efficient schedule that keeps everyone productive without overworking them.  

Today’s task is to streamline your scheduling process. Instead of relying on scattered notes or texts, use a system that allows real-time updates and job assignments. MotionOps makes this easy by letting you assign tasks to your crew, adjust schedules as needed, and ensure everyone knows where they need to be. With a system in place, you’ll avoid last-minute confusion and run a tighter, more predictable operation this year.  

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✅ Task: Review your scheduling from last year. Make any adjustments to balance workloads, reduce gaps, and ensure every job has the right crew assigned. Set up a system to track and adjust your team’s schedule efficiently.  

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Day 3: Fix Your Pricing & Profit Margins 

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When was the last time you reviewed your pricing? If the answer is “I don’t remember,” then chances are, you’re undercharging. Material costs go up. Labor costs go up. Overhead increases. But most contractors stick with outdated pricing because they’re afraid of losing customers. The reality? If you don’t adjust your rates to reflect actual costs, you’re working harder for less profit.  

Spend some time today reviewing your job costs, profit margins, and hourly rates. Compare them to your actual expenses—did supplier costs go up last year? Have you given raises to your team? If your pricing hasn’t changed, you’re eating those costs instead of passing them on to customers. A small price adjustment now can protect your margins and ensure you’re running a profitable business all year.  

Take a data-driven approach by tracking job costs, time spent, and overhead. Tools like MotionOps can help you monitor profit margins in real-time, so you always know whether a job is actually making you money. If you’re constantly underbidding, this is the year to fix it. Higher prices might scare off low-quality clients, but good customers will pay for quality work.

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✅ Task: Review your pricing structure. Compare your current rates to your actual costs and make adjustments where necessary. Ensure that every job you take on in the new year is profitable. 

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Final Thoughts: Start Strong, Stay Organized

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The contractors who thrive are the ones who stay on top of their operations, pricing, and schedules. If you’ve gone through this challenge, you’ve already eliminated clutter, improved your workflow, and set yourself up for a more profitable year. 

Keep the momentum going by regularly reviewing your pipeline, schedule, and pricing—and don’t let these tasks pile up again. And if that happens - no worries! You can always come back to this challenge and refresh again!

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Are you up for the challenge? Start today and make this your most organized, profitable year yet!

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