Can the Tradie Diary be used alongside apps? And should it?

Butler Diaries @ Dec 02, 2024

Yes, yes, yes! There are huge benefits to pairing The Tradie Diary with your app management software.

But won't I be doubling up and recording things twice?

Nope!

Pairing The Tradie Diary with app management software isn't just possible—it can significantly enhance your organisation, efficiency, and peace of mind. Here is how to do it and get the most out of both WITHOUT doubling up!

The Tradie Diary Doesn't Have to Replace Apps

While you can use your Tradie Diary to manage everything you need in your day to day, it doesn't have to replace apps if you're a techie too. You can continue to use your project management software for managing the specifics of your jobs, tracking your team, supplies, and how ever else you use it.

Where The Tradie Diary comes in is helping you manage dates, stay on top of your to dos, have a place to record reminders for yourself, and have a written record in the case of disputes.

Why Use Both the Tradie Diary and Apps?

1. Balance Between Digital and Tangible

Apps are fantastic for detailed tracking, real-time updates, and sharing across teams. However, they lack the immediacy and reliability of a physical notes, especially when technology fails (e.g., dead batteries or app crashes).
The Diary offers a tactile, visual tool to quickly jot down key notes or reminders—no need to navigate through multiple app screens for every note or reminder.

2. Improved Recall and Personal Connection

Writing things down enhances memory retention and clarity. Studies show handwritten notes are more impactful for absorbing and processing information than digital inputs.

3. Comprehensive Coverage for Legal and Professional Situations

A handwritten Diary serves as a legally recognised record in case of disputes or audits. For instance, client signatures or notes about verbal agreements are better stored physically than relying solely on app timestamps.

How to Integrate Without Doubling Up

Prestart

Handwritten records have been proven to be easier to recall and thereby will stick into the brains of your Tradies. This also just acts as a daily reminder to take a minute, pause, assess your safety and those around you before you just get stuck in.

In Your Tradie Diary: The prestart section provides a moment for reflection. Jot down site-specific hazards or safety checks that need attention. These handwritten notes help reinforce safety culture among your team.

In Your App: Use your app for formal safety documentation and sharing site inductions digitally with your team.

Work Carried Out

We're assuming if you use apps, you use them as project management to plan and record the details of your jobs. So rather than doing that here, this is where you'd record key reminders, problems that arise, or reflections that can help you make improvements.

You could use it as a working checklist/reminders as your day plays out so things don't get forgotten.

In Your Tradie Diary: Record reflections, on-the-spot solutions, or lessons learned. Use this section as a working checklist throughout the day to ensure no task is forgotten in the hustle.

In Your App: Input detailed breakdowns for each job, complete with photos, measurements, and milestones for reporting.

Client/Supplier Communication

This is the perfect place to note any changes or variations that may occur or conversations about warranty or any product issues, note the conversation and time, and even get your client or supplier to initial to confirm. This covers you for on the spot changes.

In Your Tradie Diary: Note critical conversations, agreements, or verbal changes directly in your diary.

In Your App: Log larger updates and invoice tracking for long-term records.

Staff/Subbies/Other On Site

As well as a great record of who was on site so you can direct questions that may arise down the line, this can also be a great place to note any team communication that impacted the job.

In Your Tradie Diary: Track who was present on-site, any verbal instructions given, and key decisions made during the day. This creates a record you can refer back to in case of discrepancies.

In Your App: Use team management features for broader coordination, such as assigning tasks or tracking hours.

Materials/Deliveries

Rather than use the 'Materials/Deliveries' section to note what materials you need (if you already do this in your app), you use it to record your reminders to stay on top of it. If you've booked a delivery for a few days from now, note the delivery time and supplier on that page under 'Materials/Deliveries'. Or if you need to remember to call the supplier the following day to place an order, note a reminder down in this section.

In Your Tradie Diary: Instead of listing everything you need (if that's already in your app), use this section for:

Delivery reminders: e.g., "Steel beams arriving Friday at 9 AM—Supplier: XYZ."
Order follow-ups: e.g., "Call ABC supplier on Wednesday to confirm timber order."

In Your App: Keep detailed inventories and procurement data, ensuring transparency and tracking for your team.

Benefits of Pairing Your Tradie Diary with Apps

Quick Access Anywhere
- When you're on-site, a diary allows fast, hassle-free access to notes. Apps, on the other hand, are great when you need a deep dive into specifics.
Improved Organisation and Workflow
- By dividing responsibilities between the two tools, you avoid duplication and maintain focus on what each tool does best.
Legal Protection and Accountability
- A written, signed Diary provides a robust backup if there's ever a need to prove timelines, agreements, or safety precautions.
Enhanced Communication
- Your Diary helps you capture those spontaneous, vital details that apps might miss, creating a holistic record of your workday.

By combining The Tradie Diary and your favourite apps, you're not replacing one with the other—you’re creating a powerhouse system. Together, they help you stay organised, minimise stress, and operate at your professional best.