31 October 2019
Let’s be honest. Some customers are better than others. Great customers listen to you, pay you and recommend you. Not-so-great customers slow you down, stress you out and damage your reputation. But how do you spot who’s who, before it’s too late?
When it comes to taking on new work, it really does pay to be picky – and when it comes to avoiding tricky customers, there are some whopping great warning signs…
You know how it goes. A complete stranger calls you out of the blue and asks you to quote for a job. It’s a new lead – great. But you’ve no idea whether you’ve just stumbled across a dream customer or you’re on a slippery slope towards the job from hell.
You’ve got one chance to work it out – the pricing-up visit. So, before you head out with your tape measure, grab a quick heads up and find out if you’ve got an A, B, C or D grade customer on your hands…
These guys are golden. They’re easy to work with, they’re happy with your prices and they pay on time. Even better, they come back again and again, regularly recommend you to friends and spend a good chunk of money with you every year. So how do you spot one early on?
Ok, so not everyone’s perfect, but Grade Bs are still good customers. They might be a bit more price conscious, or not spend as much with you, but they still pay on time, every time. You’ll know you’ve got one because…
Now we’re getting into trickier territory. Grade C customers bring a whole lot of headaches to the job and, once you’re all done, you’ll probably have to chase them to pay up too. Brilliant. You’ll spot them because…
These guys should come with big red flashing lights over their heads, because they’re a disaster area. They’re the kind of people you’ll wish you never started working with – treating you and your team badly, complaining about your work and prices, wasting your time and damaging your reputation. And guess what? They won’t pay on time either. Don’t miss the early warning signs…
Ok, so you’ve worked out how to spot the great customers from the terrible ones – now what? Well, first things first, remember: you don’t have to say yes to every job. If you spot those danger signs, take a moment to think. What’s it going to be like working with these people?
Because here’s the thing. If they’re a grade C or a grade D, it’s going to be rough. You’re going to be tearing your hair out, ranting in the van and short changed at the end of it. Even worse, when a great customer comes along, you might just be too busy to help.
On the other hand, if you only say yes to customers you really want to work with, you’ll be taking control of your business – and feeling better about getting your boots on each morning.
So, it pays to be picky. As the saying goes, 80% of your work comes from 20% of your customers. So if every customer recommends another customer who’s the same grade as they are, you really want to look after those As and Bs.
Chances are, grade A customers have more budget to play with, more projects in the pipeline and more great friends they’ll be happy to send your way. Putting the majority of your effort into looking after them will boost your business, your reputation and probably your sanity.
On the flipside, trying to please those Cs and Ds is a losing battle – and if you ever actually manage it, all you’ll get is more work from them and their C and D friends!
But how do you make sure your best customers are happy? Well, treat them like you’d want to be treated. Simple. Keep them in the loop, get back to them quickly and quote fast – the templates in YourTradebase can help speed things up.
Then be friendly, show up and do the great work you really want to do. Recognise them as important to your business and, if they’re regulars, try to prioritise them when you can.
It’s even worth thinking about giving gifts at the end of a job, just to say thanks for working with you. A bunch of flowers or a bottle of wine to enjoy in their new kitchen might set you back a tenner, but it’s the kind of thing people will remember. If that tenner helps you earn the next big job, it’s a pretty good investment too.
It doesn’t hurt to say thanks for choosing you, with a quick, friendly email like this:
Hi [name]
I just wanted to say thanks for paying the invoice for your [job name] (reference [number]).
I’ve attached a receipt for your records.
It was great working with you. I hope we can help with another project soon.
Thanks again
[Name]
Shrugging off difficult customers might come less easily, especially if you don’t get used to spotting them, or you’re just a nice person who finds it tricky to take a tough stance. But nobody’s going to do it for you, and you’ll be glad you did. Without the headaches these guys bring, you’ll be happier and less stressed – with much more time for those business-boosting As and Bs.
So how do you do it? Well, if you’re seeing the warning signs before you’ve committed to a job, just say you’re busy. You don’t have to be unpleasant or not respond – just stand your ground. Reply quickly, in a friendly, confident way, saying that unfortunately you’re busy. Job done. And if they do try to persuade you, just say no, whether you’re really busy or not.
Here’s the kind of email you could send…
Dear [name]
Thanks for asking us to take a look at your [kitchen / garden etc] job.
We’d love to help but unfortunately we’re really busy at the moment and we don’t think we can give it the time it needs.
We hope you find someone to help out. Good luck with the project.
All the best
[Name]
If work’s dried up and you really feel you need to take on a grade C customer, be careful. Only do it if they pay up front or in scheduled amounts. Never offer them a discount – and even consider putting in a higher price to make up for any potential headaches and extra demands.
Have a clear set of terms and conditions and send it to them with your quote, then get them to sign off on what they want, agree any later changes in writing and document any areas at risk of damage or already damaged before you start.
Keep track of your email and text conversations and check in with them regularly to manage their expectations. We’ve got a handy conversation tracker in YourTradebase and we’ve written a blog about weekly catch-up emails for those longer jobs. There are lots more troubleshooting tips in our Tricky Customer Toolkit too.
If a job does turn difficult, try to keep things friendly, talk in person and do what you need to do to make the customer happy – think of it as an investment in your reputation – then walk away and make sure you’re never available to work with them again.
And those Ds? Don’t touch them even if you’re quiet – by the time they’ve finished moaning about you, you might just be even quieter!
29 October 2019
We’ve been talking a lot lately about templating emails and today we’re looking at one last, game-changing example: the weekly update. Quick, simple and great for long-running jobs, it’ll make you look like a total pro.
Turning everyday emails into ready-to-roll templates is a massive time-saver. But it’s also much more than that. It’s a chance to show how professional you are, by getting back to people faster with well-written, thought-out messages that really move their project on.
Today we’re looking at one quick, easy way you can do that – the weekly update email. Handy when you’re on a long job, it’s a one-stop roundup of what you’ve been doing, what’s happening next and any actions that need to be taken so you can keep cracking on.
Maybe you already send update emails. If you do, amazing. But you’re probably in the minority. In the rush to get a job done and move on, most of us probably feel like there’s never the time. But that’s the good thing about email templates. Get one set up and it’s really quick to drop in a few details and send it off. Set yourself a reminder each week, grab five minutes and you’re golden.
But why do it in the first place? Well, for a start, sending a written update every week on your longer projects is going to really impress your customers. You’ll look super organised and professional, plus you’ll be able to point out all the things you’ve been working hard on – making sure they’re seeing progress and appreciating all that graft.
Second, you’ll be letting customers know what you need from them, which keeps them accountable and – hopefully – means you’ll have the decisions, supplies and access you need to get on with the job. Need them to pick those taps / be in for that delivery / buy those fence panels? Get it down in the email and everyone’s kept in the picture.
The weekly update’s a huge help if your customer isn’t often on site and you don’t get many chances to catch up in person. But it’s a great tool even if you do. When you’re just mentioning things in passing, they’re easily forgotten. Update emails are your chance to get things down in writing, manage expectations and document what you need from your customer.
Did we mention they’ll make you look like a pro too? Spoiler alert: they totally will.
Hi [name]
I just wanted to give you a quick update on your [job name].
This week we’ve [list what’s been done].
Next week we’ll be moving on to [list next week’s tasks].
It would be great if you could [list anything needed from the customer].
We’re on track to be finished by [date] / It looks like we’ll now be finished by [date].
I hope that all sounds ok, but if you’ve got any questions at all, please just get in touch.
Thanks, talk to you soon.
[Adam]
Want to copy our example email? Go right ahead. That’s what it’s there for. Just add your job name, what you’ve been up to, what’s next and what you need – then you’re all set.
You can save it as a simple Word file to copy and paste into your emails, but to make things even easier we’ve also saved it in Settings > Email templates within YourTradebase, along with loads of other handy email templates and all the tools you need to write your own.
Give it a go – your customers will love you for it.
23 October 2019
We’re all for turning regular emails into time-saving templates and today we’re looking at one powerful, good-to-go message – sending testimonials. Let’s go win some work…
Writing the same emails all the time? Hang on. Turn them into templates and you’ll be firing off emails faster than the lads leave on a Friday. It’s a real game changer. It’s also a great chance to think about all those extra messages you could be sending to help win even more work.
Like this one – the email that drops a whole load of glowing reviews about your work, right into a potential customer’s inbox, just after you’ve sent them a quote. It’s a really handy message you can get lined up ahead of time, then send out as a friendly follow-up. It shows people you’re serious about their project, you’ve got a strong reputation and you’re keen to work with them.
Sending testimonials, reviews, comments or whatever you prefer to call them, is an extra step not all tradespeople take the time to make. But by having a templated email ready to go, you’ll be able to get it done quickly, with minimal effort, helping you stand out from the competition.
First things first, you’ve got to actually get those reviews. Sometimes customers will just email or write you a note to say how happy they’ve been, but they’re busy like you, so if you know they’re really happy with what you’ve done, just ask. Be honest and tell them some great feedback will help you win more work. If they love what you’ve done, they’ll probably be glad to help.
Secondly, keep your reviews organised. Once you’ve got a few, sort them by the type of job, so if you’re quoting for, say, a loft conversion, you can quickly dig out a handful of reviews from similar jobs. The more relevant the reviews are, the more confidence they’ll give your potential customer.
Thirdly, write a great email to go with them. Then you can paste the customer reviews below your message or attach a separate file. Pasting them is probably safer in terms of people being able (and willing!) to open different files – the easier you make it for them to read all those glowing comments, the more likely they are to do it, and to actually choose you.
Lastly, pick your moment. Customers don’t want to be pestered, but they do want to know you’re a pro. If you send your testimonials the same day as your quote, they could feel a little rushed – and if it happens to be a busy day for them, there’s the risk both could get overlooked.
Instead, it’s a good idea to wait a couple of days, so your testimonials act as a follow-up and a friendly reminder for them to get back in touch.
Hi [name]
Hope you’re well. I just wanted to follow up on the quote I sent you on [day] (reference [number]) by sharing a few comments from previous happy customers.
I know it always helps to have a second opinion, so I hope they’re useful. You’ll find them attached to this email.
As ever, if you’ve got any questions, please just get in touch.
Thanks again, looking forward to hearing from you.
[Adam]
Want to copy our example email? Go for it. That’s what it’s there for. Just add the date, quote reference number and your name – and you’re good to go.
You can save it as a simple Word file to copy and paste into your email, but to make things even easier we’ve also saved it in Settings > Email templates within YourTradebase, along with loads of other handy email templates and all the tools you need to write your own.
Take a look – and go win yourself some new work.
17 October 2019
We’ve been looking lately at how email templates can really up your game. Today we’re zooming in on one reason why: easy tracking of all those customer changes.
If you’re typing the same emails day in, day out, turning them into templates is a no-brainer. It saves time, helps you get back to people fast and makes you look like a real pro. But what about those emails you really ought to send, but somehow don’t? We’ve got one in particular in mind…
However well you’ve talked through a job, however detailed your quote, customers are going to make changes. They just are. Maybe it’s because they couldn’t picture how something was going to look, or because they’ve run out of money, or because, well, they’ve just changed their mind.
Whatever the reason, changes happen. And a lot of the time you’ll get told about them when you’re out on site, up to your eyes in plasterboard, knee deep in foundations or halfway up a ladder. You’ll be talking to your customer face to face and they’ll tell you they’ve had a great idea, or they were just thinking maybe they’d like to… well, you know how it goes.
That’s fair enough. You’re adaptable, you can handle it. But making sure you stay on the same page as your customer is the tricky part. Changes agreed face to face are easily forgotten or differently remembered and, all too often, not clearly priced. Making sure you don’t lose out means getting them down in writing fast, and that’s where email templates can really help.
Whenever your customer changes the job, get in the habit of making notes. Not that night, or the next week, or when you’re working out your final invoice. There and then. Straight away. On the spot. Whether you’re writing in an old-school notebook or using a job notes feature like we’ve got on YourTradebase, have a system and stick to it. It really will pay.
Then, when you get five minutes to fire off a few emails (check out our van-time blog for tips on finding them), get your notes out and email your customer to confirm everything you discussed. Ask them to reply to say they’re happy with it all – and if they don’t, chase it up.
With the changes all confirmed, everyone knows what to expect and your site’s a happier place to be. Without that simple step, you risk crossed wires, confusion and quibbled-over costs. Which is a whole load of hassle you could really do without.
If you’ve already got the email templated, that’s even better. You’ll have a good-to-go email you know you’re happy with, and all you need to do is add in the specifics. Easy.
And guess what? The easier you make something, the more likely you are to actually do it. Which means you’ll be covering your back – and covering your costs.
Hi [name]
Hope you’re well. We spoke on [day] about a few changes to your [job name] and I just wanted to confirm them in writing.
You asked me to [specific details].
That’s all fine and [won’t affect your quote / I’ve attached an updated quote].
[We should be able to get that done within the original timeframe / We’ll need a little extra time to get that done – around another X days.]
I hope that all sounds ok to you, but if you have any questions at all, please just get in touch.
Thanks
Adam
If you like the sound of our example email, feel free to copy it – that’s what it’s there for. Just add in the changes you’ve discussed, how much they’ll cost and how long they’ll take. Having the template is a handy prompt to make sure you’ve told your customer all those things too.
A simple Word file that you can keep copying and pasting works well, but to make things even easier we’ve also saved this template in Settings > Email templates within YourTradebase, along with loads of other handy email templates and all the tools you need to write your own.
Take a look – and roll with those changes.
9 October 2019
We’ve already looked at why totally templating your emails is such a game changer. Today we’re diving in for a closer look, with tips on getting that first email just right.
Turning all the emails you regularly send into templates is a massive time saver. With a bank of well-worded messages ready to roll, you can drop in a few details and get back to people really fast. You’ll spend less of your day typing and you’ll make clients much happier. Win-win.
So let’s start at the beginning. You’ve got a new client and you’re about to type that very first email. It’s your chance to make a great first impression, winning their confidence – and their work. So what are you saying, how are you saying it, and when are you sending it?
Ask most tradespeople and they’ll say the first email they send is the one that goes with their quote. But let’s take a step back, because there’s an opportunity to start impressing your new client sooner, and taking it might just put you ahead of the competition.
Chances are one of the first things you’ll say is that you’ll need to pop round and look at the job. You might arrange that on the phone, but by taking the time to confirm it with a really clear, friendly email, you can give them extra confidence that you really mean business.
You’ll be building trust, giving them a chance to ask questions, and generally looking like a pro. And if you’ve already got that confirmation email saved as a template, even better. You can drop in the right name, date and time, and get it sent in seconds. Good stuff.
So how might that email look?
Hi [name]
Thanks for your [phone call / message].
This is just to confirm that we’ll be popping round to take a look at your project on [date] at [time].
In the meantime, if you’ve got any questions or you need to rearrange, please just get in touch.
Thanks again, looking forward to seeing you.
Adam
These days, lots of enquiries about new work come by email. Again, getting your response right – and getting it sent back fast – makes a big difference. You’ll often be talking to people you’ve never met or spoken to, who at this point have no reason to favour you over the competition.
A fast, friendly email helps to give them that reason. It shows them you’re a good person to work with, you’re attentive and you know what you’re doing. Even better, if you’ve got that opening message saved as a template, it’s really quick and easy to get it sent – looking after your leads with minimum effort. Let’s look at what you might write:
Hi [name]
Thanks for getting in touch. We’d be really happy to help with your project.
It’s usually best if we pop round and take a look. Then you can ask any questions you might have and we’ll be able to put together an accurate quote for you. If you send me your address and let me know when’s convenient, we’ll get a date booked in.
Thanks again, looking forward to hearing from you.
Adam
If you like the sound of our example emails, feel free to copy them – it’s what they’re there for. You can use them as they are or make a few changes so they fit your business better.
A simple Word file that you can keep copying and pasting works well, but to make things even easier we’ve also saved them in Settings > Email templates within YourTradebase, along with loads of other handy email templates and all the tools you need to write your own.
Take a look, we’d love to hear how you get on.
8 October 2019
You know how it goes. You start a job and everything looks great. Then your customer starts changing their mind, asking for more, querying costs… and generally proving a real headache to deal with. We’ve all been there – more times than we’d like. So what can we do to avoid it?
Today we’re looking at avoiding those tricky customer pitfalls before you topple into them – so you can swap nightmare jobs for smooth-running, stress-free ones. Let’s take a look.
In the trades, we work with all sorts of people, all the time. We’re in their kitchens, their bathrooms, their gardens, their lives. When it goes well, it’s a pleasure. When it gets awkward, well, it really does get awkward. The good news is, there’s plenty you can do to steer the ship.
We wrote recently about grading potential customers before you dive in and take on a job. That’s saved me from more nightmares than I can count over the years. But sometimes your gut just doesn’t tell you someone’s going to be difficult until it’s too late. And when that happens you need a toolkit to get you through (and not just the one in your van).
The way you handle people with the potential to be tricky can make a surprising difference to the way they behave, the way a project runs, and the reputation you walk away with. So it pays (literally!) to practise a few people-handling skills. They’ll help to keep everyone – including you – a whole lot happier.
It’s always worth investing a bit of time in getting organised up front. It shows you’re a pro and it sets things up well for the rest of the job. For starters, make sure your quotes are really clear and easy to understand, with no room for misunderstanding. You could even try listing out the work in the order you’ll do it – I find it helps customers get their heads around the whole job better.
Once your quote’s accepted, put together a robust, realistic, fully costed plan and schedule for the job. Get it in writing – and get it agreed by your customer before you start.
So you’re ready for whatever comes your way, have a set of clear terms and conditions that cover every eventuality you can think of. Give your customer a copy with your initial quote, and any updated quotes you send later. Again, getting them to sign it can’t hurt, and gives you something solid to fall back on if it all goes belly up.
This isn’t so much of an issue on small, quick jobs, but on longer-running projects it’s totally reasonable to put together a payment plan, get it agreed by your customer and ask them to pay you in instalments as the job goes on.
It gives you more security and gives them an easy way to spread the cost of the work (so there’s less chance you’ll get shortchanged). Even better, if you’ve got a team to pay or materials to buy, it’ll help keep your cashflow nice and healthy.
You’re crazy busy. We know the feeling. But keeping those lines of communication open really puts customers at ease. So take five minutes and make sure they know what’s going on – being clear, honest and friendly goes a surprisingly long way.
Most customers just want certainty. So show up when you say you’re going to, and do what you’ve said you’ll do. It’s not rocket science. It’s just what you’d want if you were in their shoes.
If timings need to change, just let them know. These things happen, and if you’re clear, friendly and keep managing their expectations, they’ll understand. If you’re not there and they don’t know why – or they can’t see the progress they expected – that’s when tension sets in.
A conversation tracker can be a big help with this. We’ve got one in YourTradebase, but do it however works best for you, even if that’s just keeping texts and emails so you can quickly look back and see what’s been agreed.
On longer jobs, try to arrange regular catch-ups with your customer. Once a week tends to work well for us, and ten minutes is probably all you need. It’s a good chance to make sure everyone knows what’s happening, what decisions need to be made and what needs choosing or buying.
You could also try sending weekly catch-up emails, especially if meeting in person isn’t practical. These can run through what you’ve been doing, what’s coming up next and what you need from them. We’ve got a handy email template you could try in YourTradebase, or you could come up with your own. Either way it’ll turn catch-ups into a quick two-minute job.
Jobs have a habit of evolving over time – morphing from one thing into another while you’re racing towards the end. So, when you talk things through in person or agree to make a change, confirm it by email or text so it forms part of your tracked conversation. Don’t risk any debate about what’s been agreed – document it.
Keeping job notes can help with this too. We all forget things sometimes, so when you’re talking to your customer it’s a good idea to make notes right there on the spot, then send them confirmation later. It honestly helps save a tonne of headaches.
When a task’s done, get your customer to approve it so you can move on. Then, if they change their mind, you can be really clear that they’re asking for new work, with new costs. Getting signed approval at the end of the whole job is a good idea too – it means you can get that invoice in, knowing they won’t come right back with queries.
Finally, if you’re not sure where your customer wants something – a pipe, a socket, a sink – don’t assume or make the choice for them, even if it seems like a total no-brainer to you. They might have a really clear idea of what they want, and it might not be what you were expecting.
So just ask. And, if you can, send a written message confirming the conversation. Yes it’ll take you a few minutes, but moving that sink will take you a whole lot longer.
Good luck out there. Here’s a quick roundup…
18 September 2019
Repeating yourself gets pretty boring, pretty fast. But how many times a week do you send almost identical emails – accompanying quotes and invoices, chasing up responses, confirming appointments? A lot, right?
So what if you stopped typing out the same few sentences again and again – and turned all your regular messages into good-to-go templates? Drop in the right customer’s details, add a few specifics and bam! Job done. It might just be a game changer…
Emails don’t take long to write, but when you’re sending dozens every day, they soon add up. And the bigger the stack you’ve got to reply to, the more likely you are to put it off… and off… and off. Before you know it, you’re taking too long to get back to people, you’re rushing what you write and you’re not looking like the pro you know you are. Templates are the perfect fix.
By taking the time to write and save a really great template email for things like ‘here’s my quote’, ‘here’s my invoice’ or ‘confirming our appointment’, you’ll have a really polished message you can drop the right details into and send in about a minute – rather than the ten it might normally take.
Yes, it’s a small time saving, but multiply it by all the messages you write every day, and you’ll soon have time to fit in that extra job – or even knock off on time for once. You’ll also find it much easier to send messages quickly, even when you’re on the go.
If templates sound like a good idea, how about taking it a step further? You could map out every email you send during the typical journey of a job, and get them all set up, ready to roll. Then you’d have a bank of messages to pick and choose from, whenever you need them.
It’s an investment of time up front – a couple of hours or so – that’ll save you time, day in, day out, again and again. Even better, it’ll seriously up your customer-service game. Why? Because you’ll be sending strong, un-rushed messages that arrive in people’s inboxes sooner. Which makes you look super organised, professional and generally great at your job. Win.
Like the idea of lining up all your likely emails? Ok, let’s take a look at a typical job journey and the kind of messages you might want to template. We’ve suggested a few for each stage, but everyone works differently, so think of this as a starting point and adapt it to suit the way you do your thing…
You might send emails to…
You’ve won the work! Now you might want emails to…
Just because you’re on site, doing their job, doesn’t mean you won’t need to email your customer. In fact, sending them regular written updates helps keep everything crystal clear, manages everyone’s expectations and makes you look really organised.
You could template emails that…
Once you’re done with one job, you’ll probably be straight onto the next, so templated emails can make it easier to get things wrapped up and paid.
You could use them to…
That’s just one example of a typical job journey – and it might not sit exactly with the way you work. But taking the time to think your jobs through from first call to final payment is an investment worth making. So grab a cuppa, work it through and figure out what it is you need.
Once you’ve made a list, it’s time to start writing. Your template doesn’t need to be anything fancy or techy – a simple Word file that you copy and drop the specifics into will do the trick.
On the other hand, if you’d like a bit more help, you’ll find a whole stack of ready-written templates in YourTradebase, plus a handy tool for writing, saving and using your own. There’s even a blog here on how to use them, step by step.
Whatever tools work for you, templates have the power to turn haphazard messages into a streamlined process – and make a big difference to your business. Give them a go – we’d love to hear how you get on.
29 May 2019
It’s no secret. Behind every busy tradesperson lurks a big old pile of paperwork. Whether it’s taking over the kitchen table or stacking up in the spare room, it’s not just physical clutter, it’s a whole heap of extra pressure that’s just not shifting.
Nobody wants to waste their evenings, weekends or hands-on trade time getting through admin. And you shouldn’t have to. But if you don’t get quotes done, work dries up, and if you don’t get invoices done, you won’t get paid. It’s time for a new strategy.
We’re calling it van time. Yep, van time. It’s a really simple hack that helps you break paperwork down into bitesized chunks and get it done as you go along. Here’s why it works…
Duck into the van for five minutes and it’s surprising what you can get done – while you’re having a cuppa, wolfing down lunch or waiting at the merchant’s.
As long as you’re not the one behind the wheel, you can work while you’re on the road too – heading to and from site, picking up supplies or going to meet clients.
In fact, in our recent Do Your Thing blog, Alison Coxhead from Earthstone Landscapes told us that’s exactly what she does:
“If we’re travelling somewhere and I’m not behind the wheel, I’ll often use YourTradebase on my phone to do quotes as we’re going along. I’ll do invoices on my phone as well, just sitting in the van in my lunch hour.”
It’s an idea that really works. When we’ve got a few spare minutes, we’re all guilty of faffing on our phones or flicking through the paper. But what if you put those wasted minutes to work? By knocking out a quote or emailing a customer, you’re getting something purposeful done, keeping people in the loop and clawing back valuable time in the evenings and at weekends.
If you’ve got a team, you could even grab a ten-minute admin catch up in the van once you’ve got everyone started on the day’s work. You’ll be back before they’ve missed you, and you’ll feel a whole lot better about the day ahead.
Sounds simple, right? Well, yeah. But even simple things can be hard to start – and harder to stick to. It’s about getting into good habits – and the easier they are, the more likely you are to keep going. Which is what’s so good about van time. Making it a success means fitting it into the way your business works, but to kick things off, give these steps a go…
If you’re not clear what needs doing, you won’t get it done. So start this new strategy with a list. It might be a long one at first, but it’ll get shorter as you chip away at things you’ve been putting off.
Write down every single admin job that needs doing – estimates, quotes, invoices, customer calls, chasing payments, logging payments, sending receipts… the lot. Get it all down and you’ve got something to work with.
Like some help? Have a look at the what’s on your plate tool within YourTradebase. It updates automatically as you get things done, which is pretty darn handy.
Next, knock your list into priority order. Yes, it all needs doing, but what’s screaming at you? What’s keeping you awake at night? Who’s chasing you? Which potential jobs might just bring in the most cash? Bump those to the top of your list and you’ve made a great start.
Bear in mind most customers won’t want to wait more than a few days for a quote, and the earlier you send one, the better your chances of winning the job – if it’s one you want to win (and that’s an important if). Keep an eye on cashflow too. Even if they’re the one thing your clients aren’t chasing, you still need to make time every week to send out invoices.
Once you’ve worked the lot into priority order, think about how long you need for each task. Some quotes can be written and sent really quickly – especially if they’re something you do regularly and you can tap into a template like the ones in YourTradebase.
You might get a couple done in one van break, and a handful across the day. More complicated jobs might need a more bespoke approach – and two or three van sessions to work through.
On the whole, invoices ought to be quicker. You know what the job is, and who it was for. As long as the price you quoted is the price you’re charging, it’s a quick switch over.
If costs increased once work started, provided you’ve tracked that, the extras should be easy to add on. And if it takes a bit of untangling this time, look for a simple way to log changes on the next job – something quick and easy like the project notes tool in YourTradebase.
Think about what’s doable in a day’s worth of van breaks, and get those tasks down so you know what you need to get through. Use a reminders app, or our tasks tool (it even gives you a nudge if you fall behind). That way you’ll always have your list handy when you’re out on the job (or in the van with a brew / bacon butty / bag of Doritos you don’t want to share).
Get a list together for every day of the week ahead, and if there’s anything left over, start lists for the following week too. You can move things around if something gets more urgent, but more importantly, you can tick things off as you go, which always feels pretty good.
Whatever admin jobs you do regularly, invest the time upfront to find tools that make them faster. That way you’ll be able to jump in and out of your admin (and your van), getting things done quickly and making the best use of every minute you grab.
Even better, get all your your project notes, paperwork templates and customer details stored on the same device, whether it’s your phone or your iPad. No more rummaging through piles of papers and Post-its – just everything you need in one hand, ready to go.
Whatever tools you use, the big thing is to find something that works for you, and just get started. You’ll get faster as you go – and you might just sleep easier too.
If anyone’s looking for me, I’ll be in the van.
16 May 2019
What does it take to make a great trade business? To run it, and run with it? To grow it into something strong? To navigate the rollercoaster, juggle the workload and keep your customers happy? It’s a tough nut to crack, but we’re taking it on…
Here’s the thing. We work with hundreds of hard-grafting tradespeople, from plumbers and painters to brickies and sparkies. And a lot more besides. But it’s not just mucky boots and murky tea they’ve got in common. It’s the frustrations they feel, day in, day out – the long hours, the quiet patches, the lost leads, the piles of paperwork.
So we got to thinking. What if some simple changes could make a big difference? What if there were things we could all do to make life easier? What if working in the trades didn’t have to be, well, quite so much hard work? And you know what? We think we’ve come up with something. It’s a set of five no-nonsense ideas with the power to help you (and us, and everyone) smash it.
We’ve even given it a name – Let’s trade better – and its own page on our website, where you can read those five simple ideas in full. They’re going to be the springboard for a truckload of practical, game-changing stuff. But for now, here are the headlines. They’re not rocket science, but give them a go and they might just rock your world…
You’ve earned every call you get, so make it work for you. It doesn’t take long. Get back to people. Get on with people. And get that diary full of jobs you really want to do.
Ok, ok, this one’s about getting organised. But let’s face it, most of us need to. A van full of Post-its isn’t a filing system, it’s a headache. It’s time to map out a better way.
Keeping people in the loop counts for a whole lot. In fact, it’s the difference between winning work and missing out. Nail it and you’ll be their go-to team for years to come.
Don’t lose days (or nights) to paperwork. Take a bitesized approach and get it done little by little, on the go. Load lightened, stress busted, everyone’s happy.
Confidence is everything. So give people a barrow load, by backing up your quotes with clear cost breakdowns, customer testimonials and a whole lot more.
So that’s our big five. They might sound simple, but that’s the magic. They’re practical, doable things we’re all guilty of forgetting – and together they’re a way of working we really believe in.
Which is why we want to share them with you. Not just as headline ideas, but as areas we can dive right into, exploring the difference they can make – and why. So, over the next few months, that’s what we’ll be up to. We’ll be writing about tools you can try, tips we’ve picked up and tradespeople putting our ideas into action, out there on the job.
You’ll see new articles here on the blog, on Facebook, on Twitter and everywhere you usually find us. And to make things easier, you can sign up to get them straight to your inbox too. No spam – just good, solid ideas we think you’ll get a lot out of. We hope you’ll come along for the ride.
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