Plan tomorrow's jobs in 5 minutes with AI

Step 1: Jot down tomorrow's jobs (1 minute)

One line per job. For example:

• Takapuna — replace mixer — 1.5 hr — anytime
• Glenfield — quote, bathroom reno — 45 min — after 2pm only
• Devonport — leaking toilet — 1 hr — must be before 10am
• Pick up cylinder at merchant, Wairau Rd — 20 min

Step 2: Strip out private details

First name and suburb only. No full addresses, phone numbers or gate codes. See Safe AI habits for why.

Step 3: Paste the planning prompt (1 minute)

Copy this prompt and fill in the [square brackets]:

I'm a [plumber] based in [suburb, city]. Here are tomorrow's jobs with suburb, estimated time and any fixed appointment times. Put them in a sensible order to cut down driving, add 20-min travel buffers and a 30-min lunch, and flag anything that won't fit between 7:30am and 5pm. Don't invent jobs. Jobs: [list]

Step 4: Sanity-check the order (1 minute)

AI doesn't know live traffic, school-zone times or your supplier's opening hours. Check the route in your maps app and move anything that doesn't make sense. You can reply: 'Move Devonport first and replan.'

Step 5: Put it in your calendar (1 minute)

Drag the jobs into order in Google Calendar or your job app (Tradify, Fergus, ServiceM8). Paste parts to pick up into each job's notes.

Step 6: Send arrival windows (1 minute)

Ask AI for the texts, then send them from your own phone:

Copy this prompt and fill in the [square brackets]:

Write a short, friendly text for each customer giving a 2-hour arrival window based on this plan. NZ English, under 160 characters each.

Make it faster every week

Save both prompts in your notes with your trade, suburb and hours filled in.

Group jobs by area on set days (e.g. North Shore Mondays).

Keep one buffer slot free each day — you'll stop running late.