Guide
Job Statuses: The Smallest Set That Prevents Confusion
Use 5 statuses only: Scheduled, On the way, On-site, Complete, Follow-up needed. Write a one-line definition for each and share it; update status when it changes, not at end of day, so the board stays true. Put status in one place (shared board, sheet, or app) so the office isn't asking 'where are you?' When you're ready for software, look for a simple status board and mobile updates so techs don't have to call in.
For teams where job status is unclear or inconsistent and the board is always behind.
Next: Write one-line definitions for your 5 statuses and run for one week; if the board still doesn't match reality, add a rule: update when it changes.
The situation
Job status is unclear—you can’t see what needs attention or who’s where. Too many status options make it worse: no one agrees when to use “In progress” vs “Started” vs “On-site.”
A small set of statuses, each with a one-line definition, fixes this. Everyone updates when something changes; the board stays true.
Use 5 statuses only: Scheduled, On the way, On-site, Complete, Follow-up needed. Write a one-line definition for each and share it; put status in one place (shared board, sheet, or app) so the office isn't asking where are you. Write one-line definitions and run for one week; if the board still doesn't match reality, add a rule: update when it changes. When you're ready for software, look for a simple status board and mobile updates so techs don't have to call in.
What usually causes confusion
- Too many status options that overlap—people use them differently.
- No clear definition for each status—so “Complete” means different things to different techs.
- Status updates happen at end of day instead of when the job moves—so the board is always behind.
- Status isn’t visible in one place—so the office is still asking “where are you?”
Quick fixes you can try this week
- Use 5 statuses only: Scheduled, On the way, On-site, Complete, Follow-up needed.
- Write a one-line definition for each and share it (e.g. “On-site = tech has arrived and started work”).
- Set a rule: update status when it changes, not at end of day. The person who runs the board needs to see it in real time.
- Put status in one place—shared board, sheet, or app—so you’re not checking texts.
If you're ready: what to look for
- Simple status board that shows all jobs so you know who’s where.
- Status updates from mobile so techs don’t have to call in.
- Status history per job so you can see when and why something changed.
Mistakes to avoid
- Creating status options that no one uses—keep it to 5–7 and stick to them.
- Letting status depend on memory or verbal updates—it has to live in one visible place.
- Not training the team on when to use each status—otherwise everyone does it their way.
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Copy-paste scripts and checklists for this pain: