7 Things I Did When Starting My Business Because I Learned from Other People’s Mistakes

When I worked in M&A as an integration strategist, I got to see the inner workings of companies, the parts that usually stay hidden behind closed doors.

That experience showed me exactly where businesses trip up, and those lessons heavily influenced how I set up my own.

Here are the 7 things I did differently when starting my business, because I learned from other people’s mistakes. You could learn all of this the hard way on your own, but as the saying goes: work smarter, not harder.

Set up an admin email for your business IMMEDIATELY!

The Details:

Most new business guides will tell you to set up a business email with your own domain instead of using your personal Gmail. My advice is a step further

• Set up an admin email account right away (e.g. admin@yourdomain.com)
• Create and Funnel aliases into that account (e.g., marketing@yourdomain.com, customerservice@yourdomain.com).
• Set up rules that sort those emails into separate folders so inquiries stay organized.
• Use these alias email aliases for things like — Instagram, your virtual mailbox, inquiry/order forms, utilities, etc.
  

The Why:

If you want to scale, you (and your personal email) cannot be tied to every account. Eventually, your team will need access, and sharing your personal inbox is a security risk. It also creates bottlenecks for two-step verifications or forces you to switch ownership later.

This keeps your inbox clean, sets you up like a CEO from the start, and allows partners or team members to access inquiries without relying on one person. As your business grows you can separate those aliases into their own email accounts managed by their respective teams. 

Keep your personal phone and business phone completely separate

The Details:

When you open a business, immediately get a phone and phone number for it. It doesn’t need to be fancy,  you can use an old phone and a cheap SIM card if you are not ready to commit to a business phone system. 

The Why:

This will keep you sane, but it also sets you up for growth. Two-factor authentication is everywhere, and if your personal number is tied to accounts, you’ll always be the bottleneck when your team needs access. It also ensures clients never have your personal phone number.

When working with any marketing or design agency, make sure YOU are the owner of accounts and resources

The Details:

Even if you hire an agency, all accounts must be created under your admin email (or appropriate alias) with agency or admin access granted to your hired agency.

This includes but not limited to: 

• Business accounts
• Google Ads
• Website domain & hosting
• Social accounts
• Design tools and assets
  

For external design work:

• Require not just the final design files like logos but also the working files (so another designer can work with them in the future).

The Why:

I’ve seen several companies trapped because their agencies owned the accounts. When I came in during M&A, we discovered agencies had full control, and businesses had no way to access their own ad accounts. In some cases, agencies refused to transfer ownership since the company was no longer a client.

I also saw one agency charge a company for $2,000 in monthly ad spend, when they were only spending $1,500. Since the agency owned the account, the business had no visibility or knowledge that they were being deceived and charged an additional $500 a month.

Create a log with every single account you sign up for (I mean EVERY one)

The Details:

Make a secure matrix where you record:

• Platform name
• Hyperlink
• Email used
• Password
• Notes

Even for something as small as a free business tool like Canva or Figma.

The Why:

As you grow, you’ll sign up for dozens of accounts. There’s no way you’ll remember them all. Logging them saves you time, prevents duplicate accounts, and creates a resource for your future team. It is also beneficial as you move across devices. Store the log securely and share it with your partner or staff when needed.

Create a business cheat sheet of all your important details

The Details:

Over time, you’ll forget key info. Keep a secure matrix that includes:

• A link to your password log
• EIN / business registration numbers
• Contract log
• Website details like domain host 
• Other account details you’ll need repeatedly
  

The Why:

This gives you one central place to reference important details quickly instead of hunting through emails or files.

Create a calendar of recurring reminders for contract & account renewals & payments

The Details:

Set up a business calendar for:

• Auto-renewal warnings and actual renewal dates
• Renewal terms and payment amounts
• Attached contracts for easy reference
  

The Why:

Over time, you’ll sign up for many accounts and services. Without tracking, you can get stuck paying for things you don’t use or you miss the chance to renegotiate.

Example:

At one company I evaluated, the phone provider was overcharging $5,000–$7,000 every month (an additional $66,000 a year) — and had been for 7 years. No one questioned it because the original contract had been signed 12 years earlier and the current staff had no knowledge of the original contracted price. 

Create a secure folder and log every single contract you sign

The Details:

Throughout your business, you’ll commit to a lot of contracts, some small, some binding forever. Keep them all in one secure folder.

The Why:

When you need to renegotiate, cancel, or reference a contract, you don’t want to be stuck digging or asking the other party for a copy. (Which is extra awkward if you’re trying to break said contract with them.)

Final Thoughts

These steps might feel like overkill when you’re just starting out. But they’re the kind of systems that save you stress, money, and wasted time down the road.

Set them up early, and you’ll be free to focus on actually growing your business.