Wrapping up the year: a checklist that actually helps

By November, most of us are juggling project deadlines (does “We need to wrap this up before the holidays!” sound familiar?) while trying to remember where the year even went.

It’s not the time for big reflections or new systems. It’s time to finish well – and make sure Q1 doesn’t start in chaos.

Here’s my end-of-the-year checklist, with short, feasible steps to close 2025 calmly and prepare 2026 without overthinking it.

1. Talk to your clients before they log off

Reach out to the clients you collaborate with regularly, especially teams that plan content cycles in advance.

“I’m starting to plan my January and February schedule – do you already have any projects on the pipeline for Q1?”

This simple line can do more than you think:

• It shows professionalism and reliability.

• It helps clients allocate projects earlier, avoiding those pre-or mid-holiday “urgent” requests.

• It often leads to early confirmations or informal “holds” on your January calendar.

A couple of well-timed emails in November often fill your early 2026 calendar better than any marketing campaign.

2. Review what actually worked

 Skip the formal year review – this is about patterns, not performance. Open your project tracker and ask:

• Which projects ran smoothly, and why?

• Where did you lose time or motivation?

• Which clients provided solid briefs or useful feedback?

• Which fields or formats played to your strengths?

You’ll probably spot a few things: maybe some projects always drag on, or maybe some clients give you a clearer brief than others.

That’s your evidence. Use it as a sustainability check to guide what you accept next year.

3. Adjust your terms

January is not the best time to talk about new terms. Inboxes are overflowing, and budgets may already be set.

Now is the time to look at:

• Minimum fee: Is it still realistic for the type of work and admin time you handle?

• Standard turnaround times: Do they still reflect your typical project scope?

• Weekend or rush fees: Are you applying them consistently, or only when you’re already overloaded?

• Confidentiality and AI clauses: Do your templates reflect how you actually manage data and technology?

Update your usual templates before the holidays. That way, your first January project starts under your current terms – not last year’s compromises.

4. Make one thing easier for future you

No need for a full overhaul. Just fix one recurring annoyance properly.

A few ideas that make a difference:

• Write a simple internal SOP (standard operating procedure) for a recurring client or project type. It saves time when similar requests come up and helps you maintain consistency.

• Draft a short handoff checklist to avoid “did I send the final-final version?” moments.

• Prepare a polite follow-up message you can reuse when (potential) clients go silent.

• Rename or reorganize reference folders so “final glossary 2” finally becomes “validated_terms_2025.xlsx.”

Small fixes like these save you the mental load of solving the same problems again next year. Think of it as workflow hygiene – not reinvention.

5. Lead your clients by example

Clients might not realize how much coordination a project requires – timelines, approvals, reference checks, or reviews. We can help them see it by reminding them early, before the rush begins.

You can do this with a short message or even a simple post, like the one I shared about planning ahead for Q1 projects. A small nudge goes a long way.

“If any projects are already on your radar for early next year, let’s touch base before the holidays to make sure we can hit the ground running in January.”

It’s a simple gesture, but it sets the tone. A quick reminder helps clients plan more effectively, prevents last-minute stress, and shows that you’re thinking ahead – for them as much as for yourself.

6. Get your admin under control

It’s easy to postpone paperwork until “after the holidays.” The problem is, January-you will be buried under it.

Take a few hours now to tidy up the essentials:

• Categorize clients and projects by type of client, task, and field. It will help you answer requests for similar work and identify where most of your time and income actually come from.

• Send any pending invoices, confirm payments, and archive them. Fewer loose ends mean a clearer head.

• Make sure all expenses are recorded. Include software renewals, memberships, and conference fees while they’re still easy to find.

• Archive completed projects. Keep your folders light so you start January with a clean workspace.

Aim to finish before clients go quiet or finance teams close for the year. Doing it early will allow you to switch off without that mental list of “things I’ll have to deal with later.”

7. Note one thing to stop doing

You don’t need a full improvement plan – just a short “not doing this anymore” list. For example:

• Checking messages mid-project “just in case.” It breaks focus more than it helps.

• Taking on work outside your focus area because of FOMO or politeness. It usually costs more time and energy than it’s worth.

• Leaving admin tasks half-done because they’re not urgent. They’ll come back to distract you later, right when you’re busy again.

Most of us have one or two habits like this. Letting go of even one creates more space – and more focus – for the work that matters.

8. Ask for feedback while the year is still fresh

(Actually, this should be number one.)

Ask your clients what actually affects their experience (e.g., turnaround, communication).  You don’t need a big, formal survey – just a short, thoughtful check-in:

“I’m reviewing my processes for next year and would really appreciate your quick input. Is there anything I could do to make collaboration smoother for you?”

You can use a quick Google Form or simply send a short email to your regular contacts. Clients often highlight strengths you overlook and small improvements you can easily act on.

9. Rest – properly

Not the “I'll just quickly check my emails” kind of rest – the real one. Set a clear last working day and communicate it:

“I’ll be offline from [date] to [date]. If you expect to need something before then, please let me know by [date].”

This signals reliability, and clients appreciate it because it helps them plan, too. Remember: rest is part of professional performance. You’ll think and write better after a full disconnect.

10. Plan your first week, not your year

You don’t need a detailed roadmap for 2026 – just a clear, calm start. Decide what your first working week will look like:

• Which projects or clients will you prioritize?

• What admin tasks will you clear first?

• When will you check in with new or returning clients?

A small plan like this makes January far less overwhelming. You’ll return to your desk knowing exactly where to begin – and that’s often all it takes to start the year on the right note.

There’s nothing glamorous about year-end admin, checklists, or inbox maintenance. But it’s the behind-the-scenes work that makes the new year feel a bit more manageable, rather than a lot more overwhelming.

Close your business year the way you’d like to start the next one: with things in order, inbox light, and enough breathing space to focus on the projects that truly deserve your attention.