Stop 8 of 8 · Weekly
Luis's week
Three routines on a timer, the phone as the office, and one change order taken from photo to signed letter.
Three routines on a timer
A scheduled routine is a task that runs on its own, on your connectors, whether or not the laptop is open. Three of them cover most of Luis's week.
Monday 6.30, weekly
For each of my three jobs, from the schedule exports and the job folders in Drive: what is scheduled this week by trade and day, whether that sub confirmed by email in the last seven days, which inspections are booked, and what is waiting on a client or the city. One block per job, eight lines maximum. Draft a confirmation message for every sub who has not confirmed and leave them as drafts. Flag any day where two jobs need the same trade.
Daily 16.00
List the jobs that had crew on site today, from today's emails and calendar. For each one, write the daily log questions I still owe an answer to: crew by trade, work completed by area, deliveries, visitors, and anything that stopped. Keep it to one message I can answer with a voice note from the truck.
Friday 15.00, weekly
For each active job, draft the client update from this week's daily logs, site photos and email in that job's folder. Four short paragraphs: what happened, what is next week, anything that moved and why, and what we need from them and by when. Take the finish date only from the schedule export. Leave them as drafts, and flag any job whose finish date moved so I write that one myself.
From the truck
Dispatch sends the job from your phone to the desktop, which does the work with your files and messages you when it is done. The desktop has to be awake with the app open, so turn that on before you leave the office.
From the site
Open the Mar Vista estimate on my desktop, add the header change as a new line at [amount] with our standard markup, save it as a new version dated today in the same folder, and put the change order and the client letter in my drafts. Do not send anything.
The cheat sheet
| You want to | Do this |
|---|---|
| Turn a set into questions | Job Project, upload the set, first pass with sheet names |
| Price a takeoff | Price from your unit cost sheet, blank lines stay blank |
| Compare three quotes | Scope sheet first, then the table and the gap list |
| Write a change order | Photo and note into your contract's clause, plus the schedule line |
| Keep the log honest | Voice note at 4 pm, delays dated the day they happen |
| Get through an inspection | Prep list off the approved set, portal record after |