🕰️ Est. Time: 5 minute read + time to action
🎯 Goal: Keep Streamtime accurate, tidy, and compliant
🔑 Requirements: Full permissions
Once a year (we suggest December, or whenever your financial year ends), take a step back to clear away what's no longer serving you, so you can focus on the work and people that matter most.
Don't worry if you haven't got all of these sections set up. Pick what's relevant to where you are now.
💰 Check your pricing and profitability
Reflect on how you’ve performed this year before setting your rates for the next.
Analyse reports on job performance, client profitability, and won/lost new business to spot patterns.
Use your insights to assess whether your current pricing, client mix, and margins still make sense.
Update your rate cards and template jobs with new fees to reflect fair, sustainable pricing.
Our friends at The Wow Company run an annual BenchPress survey for UK agencies. It's a great benchmark for comparing rates and profitability.
⚖️ Reflect on your team's experience
Use the Happiness Coach summary (if enabled) to see how your team have felt about their work across the year. These reflections can highlight patterns in morale, engagement, and balance that might not show up in reports:
Look for recurring themes. Is morale consistent? Did quieter periods improve balance? Do forward-planning clients help with improved balance?
If participation feels low, that might just be how your team prefers to work, and that's okay. If you'd like to invite more input, lead by example with what you share. You might also consider any improvements you've made from previous feedback. Could you be more transparent about what you did and why?
Celebrate positive patterns and take time to acknowledge what’s helped them happen. Pair this with gratitude or small rewards to reinforce the positive culture.
If you see signs of stress or low morale, this might be a good moment to rebalance workloads, review expectations, or simply reconnect as a team. The goal is to build a sustainable rhythm that your team enjoy, not to measure or monitor.
🧮 Understand where time and money went
Take a step back to see what really happened to understand the true cost of delivering your work. These insights help you plan capacity, set realistic targets, and make space for the work that matters most.
Identify the services, clients, or projects where you’ve invested the most time.
Look at expenses and outsourced work to see where external costs have increased or profit has tightened.
Check for patterns like scope creep, over-servicing, or too much unpaid collaboration, and think about how to protect your margins next year.
Review your non-billable time (admin, training, and internal work) to make sure it reflects your priorities and supports balance.
👔 Confirm your client-facing details
Accurate client-facing documents help your team stay aligned and your client relationships grounded in trust.
Confirm your Terms & Conditions reflect current processes and policies.
Review payment terms to ensure they match how you now operate.
Update any company details, addresses, or branding, such as your logo.
🏖️ Set up recurring jobs for the year ahead
Accurate internal jobs help with planning capacity and tracking time spent on non-client work. They're both essential for maintaining balance.
Internal work
Check that internal categories such as training, marketing, or meetings are still relevant so the team can confidently log their time in the right places.
Duplicate recurring jobs or create new ones that reflect your priorities for the year ahead, whether that’s upskilling, creative development, or improving processes.
Leave
Duplicate your leave tracker for the new year.
Review your leave types in line with any new policies, such as mental health days, volunteering, or wellbeing leave.
Add public holidays across the business using repeating To Do’s for the entire year.
🧹 Clear space for what's next
Help your team focus on what matters most, without the mental clutter. Here's where to tidy up:
Archive jobs where work has been completed.
Remove or merge duplicate contacts and archive those you no longer work with.
Hibernate or delete team members who have left.
Tidy up labels, reports, and priority boards so they reflect your current workflows and services, and help you make confident decisions.
💡 See what's new in Streamtime
Take a moment to see what’s changed across the year. Updates and improvements are designed to make your workflow even smoother.
You’ll find the latest releases in our Newsfeed.