The First 3 Templates I Set Up for Every Client
What they are, why they matter — and why doing them yourself usually doesn’t work
If you're feeling like you're constantly chasing jobs, retyping the same emails, or second-guessing what’s been done — you’re not alone.
Most of the trades and service-based businesses I work with don’t need complex tech or rigid systems. They just need a few things to be clear, repeatable, and not entirely dependent on one person’s memory.
That’s where templates come in.
I’m not talking about pretty PDFs or corporate decks.
I mean simple, working templates that save time, reduce errors, and make things flow — even when the week goes sideways.
There are three I nearly always set up first, and no — I’m not giving you a free download. Not because I’m being secretive, but because the value isn’t just in the document.
It’s in setting it up to match how you already work, and actually embedding it into your weekly rhythm.
1. The Weekly Work Plan Template
What it does:
This is where we stop chaos from running the show.
Each week, you need a way to see:
What’s already been done
What’s happening now
What’s coming next
What needs invoicing or chasing
Whether you’re a builder with five jobs on the go or a gas engineer running solo, this template becomes your anchor. It lives in a folder, gets updated weekly, and becomes the thing your VA, assistant, or team member can rely on to know what’s happening — without needing to ask you every time.
I don’t just hand over a generic tracker. We build it based on how you actually think: what’s easiest for you to keep up with.
2. The “Start of Job” Checklist
What it does:
This one's all about making jobs smoother from the start.
What usually happens:
You agree to do the job, then you start chasing info. Then someone forgets to book the skip. Then the materials list gets texted through. Then the client asks what’s happening — and no one’s sure.
This template lays out:
What you need from the client
What you need to order
What you need to schedule
We keep it light and usable — think of it like a pre-start ritual that saves you from delays, miscommunication, and the “oh no, I forgot…” moments that lose time and trust.
3. The Project Folder Structure
What it does:
Honestly? This one changes everything.
A consistent folder layout makes it so much easier to delegate, file, find, and follow up. No more guessing where the quote went or digging through your inbox for the fifth time.
I set up a base folder structure for every job or client that includes things like:
A space for quotes
A space for images
A space for receipts/invoices
Notes or checklists from the team
What’s important is that this structure is simple enough to use, and standard enough to stick — not something you’ll abandon after week two.
Why I Never Send These as Downloads
You can find templates online. What you won’t find is something built for your brain, your business, and your way of working.
When I work with clients inside the Systems Starter Kit, we don’t just hand you files — we help you:
Choose the right structure
Build templates that actually get used
Integrate them into how you already run your week
Because a good template only works if it’s used.
And it only gets used if it makes life easier, not harder.
If you’re ready to stop reinventing the wheel every week and want systems that fit the way you work, let’s build them together.
Schedule a quick call and we’ll map out what’s next.