Introduction
We've built a paper-based work planner for trades called "The Trade Tool." Why paper? Because there are so many apps out there that it's hard for an individual tradie to find a setup that works, unless they're part of a company with specialised software.
Medium and large companies use project management software to plan their workload. That's fine if you have office staff and you're comfortable on a computer. But what if you're not, and you want a simple but detailed way to plan your work?
A phone calendar or a printed calendar is good for scheduling, but there's only so much you can fit in. Cram job details into the "Notes" field of a calendar entry and they're easy to miss.
The Trade Tool fills that gap. It's a straightforward system for trades to plan, organise and manage jobs, and it doubles as a time, cost and quality record of what was done and when. Owner-builders can use it the same way to track their build: trades booked, inspections, costs against budget, and a site diary.
The Trade Tool
Free
Checklist Type: Free tool
Form Factor: Print-ready PDF (7 A3 landscape sheets)
When to use: Every job, from the first booking to the final invoice
A free paper-based job management kit for tradespeople and subcontractors. Print it at A3 and run your bookings, schedule, site notes and billing from one set of sheets.
Why Use a Paper-Based Planner?
Challenges with Digital Solutions
There are plenty of project management and calendar apps, but they can be overwhelming if you're not tech-savvy or don't want to pay for software, and they rarely have room for the detail a job needs.
Advantages of a Physical Planner
A physical planner lets you see all your jobs at a glance, jot notes, schedule tasks and manage your workload, with no logins, flat batteries or compatibility problems.
It's also tough. Printed on waterproof "Monsoon" paper, it handles site conditions that aren't kind to phones and tablets, and pencil entries are easy to update.
Overview of the Trade Tool Planner
The planner has seven pages, each covering a different level of detail.
Page 1: Work Summary
A high-level overview of all current, future and past jobs, with client contacts and financial data like accounts payable and quotes. It's your quick reference.
Page 2: Work Planner
Break jobs into milestones, phases or tasks on a visual planner, over a four-week calendar or across the four quarters of a year. Abbreviations keep it quick to fill in, and it's easy to adjust as plans change.
Page 3: Job Bookings
More detail on each booking, with a job number that links back to the Work Summary. There are columns for how the booking was made, call-up status, inspections, budget versus actual cost and time, and invoices.
Page 4: Job Schedule
Detailed scheduling for up to 31 tasks per page: who's responsible, planned start and due dates, and a visual timeline, plus notes and contract reference numbers.
Page 5: Site Diary
Record comments, issues, follow-ups, safety concerns, weather, photo references and costs for each site. Abbreviations make entries quick.
Page 6: Site Diary Task Detail
Extra space for detail on site tasks, with columns for actions, issues and financial implications, so problems and changes are properly recorded.
Page 7: Labour - Material - Expenses
Track labour, materials, equipment bookings, costs and expenses for each job, so you have a clear picture of the money.
How to Use the Trade Tool
Getting Started
Set the planner up in A3 ring binders (four-ring binders are more stable). The A3 format gives you plenty of room and is easy to read.
Initial Setup
- Work Summary: List your current, future and past jobs with job numbers, client contacts and financial data.
- Work Planner: Map out the major milestones and phases of each job by shading the calendar squares in pencil, using the abbreviations provided.
- Job Bookings: Record call-ups, inspections and budget tracking, linked to the job number from the Work Summary.
Maintaining the Planner
- Regular Updates: Update the Job Schedule and Site Diary pages as work progresses so you always have an accurate record.
- Using Abbreviations: Learn the abbreviations so you can note details quickly without cluttering the page.
- Pencil for Flexibility: Pencil makes it easy to change the Work Planner and Job Schedule as tasks shift.
Handling Mistakes and Changes
Things change on every job. Use pencil (or mark dots in pen), rub out what's wrong (or reach for the white-out tape 😄) and update the planner.
Maintaining a Clean and Organised Planner
To keep it tidy:
- Use dividers to separate different sections or job entries.
- Avoid overcrowding pages with too much information; instead, spread out details across multiple pages if necessary.
- Regularly review and reorganise the planner to ensure it remains a useful tool for tracking and managing your work.
Why It Works
- Simple: Easy to use with no software setup and no reliance on devices on site.
- Everything in one place: Timelines, budgets and tasks for every job in a structured format.
- Visual planning: See the flow of work, set clear deadlines and manage resources.
- Tough: Waterproof "Monsoon" paper survives site conditions.
- Accountability: A detailed record of what was done and when, which helps with clients, team members and any disputes.
Ideas for Future Versions + Feedback
Your feedback shapes the Trade Tool. If something needs tweaking or you'd like a new page, let us know.
Ideas we've had include:
- A Printed Version: Printed on Monsoon paper, with extra copies of the most-used pages.
- Page Refills: Buy refills of specific pages as you fill them.
- A Leather Binder: A custom four-ring leather binder for your Trade Tool.
- Accessories: Such as custom dividers or protective covers.
Copyright Disclaimer
The Trade Tool and all associated materials remain the exclusive property of ACCELX. This planner is provided for personal use only and may not be copied, distributed, or resold in any form. It is strictly prohibited to use the Trade Tool for commercial purposes, including but not limited to, redistribution or resale as part of a commercial enterprise. Any unauthorised use or reproduction of this material is a violation of copyright law and may result in legal action. By downloading or using the Trade Tool, you agree to these terms and conditions.
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