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All free videos11 min · Mike Uttley

The One Spreadsheet That Fixes Scattered Business Information

In this video, you'll learn how to replace scattered business information with one simple three-tab workbook. I'll show you exactly what goes in each tab—customers, business vitals, and equipment—plus what should never go in a spreadsheet (like passwords). By the end, you'll have a system you can hand to someone else and know they can keep things running without calling you.

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This video has a full written guide you can read, print, or save as a PDF.

Read the guide

Key Takeaways

What You'll Learn

  • Scattered business data is the real bottleneck, not a lack of software features.
  • A three-tab spreadsheet solves more operational friction than any new app.
  • Keep legal IDs, account contacts, renewal dates, and equipment serial numbers in one place.
  • Never store passwords or full financial logins in a spreadsheet; use a password manager instead.
  • Validate your setup with a two-week test where another person runs your operations using only the sheet.

Video Chapters

Jump to a Section

00:00The Problem With Scattered Information01:32The Two-Week Test02:44Tab One: Your Customer Tracker03:28Tab Two: Business Vitals05:43What Absolutely Does Not Go In06:57Passing The Two-Week Test08:09Keep It Boring On Purpose

Free Resources

Get the Templates

Download the workbook template mentioned in this video and take the self-assessment to identify where your operations need attention first.

Free Business Tracker Workbook Template

Three-tab Google Sheet covering customers, business vitals, and equipment tracking.

Free Self-Assessment: Are Day-to-Day Operations Eating Up Your Time?

10 yes/no questions with specific fixes for each area. Includes printable PDF.

Good to know

Practical questions.

What exactly belongs in the Business Vitals spreadsheet?
Include your legal business name, EIN, state filing ID, formation date, registered agent, confirmation numbers for filings, key account nicknames or last four digits, renewal/due dates, support phone numbers, and equipment serial numbers with warranty end dates.
Should I put my passwords or bank logins in this sheet?
No. Keep all passwords, full credit card numbers, and live bank logins in a dedicated password manager like Bitwarden or 1Password. The spreadsheet only holds the map to those accounts, not the keys to them.
How do I know if my spreadsheet setup actually works?
Run the two-week test. Hand the workbook to your spouse, a part-time employee, or a friend covering for you. If they can find account numbers, pull warranties, and pay bills without calling you, your information is properly organized.
Can I use my CRM instead of a spreadsheet for customers?
Yes. The video builds off whatever customer tracking you already have. Whether you use my template or an existing CRM, just copy that data into the first tab of this workbook to keep it centralized.
What about step-by-step instructions for running tasks?
The spreadsheet handles what and where information lives. For how-to steps, create a separate folder called How We Do Things containing short standard operating procedure documents for invoicing, opening, closing, or handling jobs.
Why is simplicity emphasized so much in this system?
Overcomplicating your tracker breaks sorting, creates false trust, and makes maintenance difficult. A few focused tabs with plain text columns that work on a phone ensure you will actually use it long term.

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Ready to Organize Your Business Data?

Whether you need help building the workbook or want a second pair of eyes on your setup, the first call is free and there's no pitch. Or take the self-assessment to see where your operations stand today.

Set a time to talkTake the self-assessment