Quick start: the 20-minute van stock reset
Choose a common, profitable service call. Do not reorganise the whole van first.
List what was missing, unused, expired, duplicated, or hard to find in the last ten jobs.
Use the decision cards that match the biggest friction: callbacks, clutter, expiry, billing, or first-fix rate.
Add a label, reorder mark, mini-bin, photo guide, retirement box, or standard invoice line.
The 26 decision cards
01. Callback Part Rule
If a missing item would force a second visit more than twice a month, it earns a permanent van slot. Track the item, job type, and lost minutes before adding it.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
02. Dust Collector Rule
If an item has not been used in 90 days and is not safety-critical or legally required, move it to workshop stock before buying more.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
03. Two-Minute Find Rule
Every regularly used item needs a labelled home that a tired operator can find in under two minutes without unpacking three boxes.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
04. Client-Visible Clean Rule
Anything a customer sees during the first ten minutes of a job must be stored cleanly enough to support trust: no loose blades, stained rags, or leaking tubes.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
05. Pair-and-Spare Rule
Items that fail in pairs, require left/right sets, or create a useless half-kit should be restocked as pairs plus one spare, not as singles.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
06. Saturday Rescue Rule
If a cheap part prevents an emergency weekend supplier run, carry it only when it is small, stable, and used across at least three common job types.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
07. Weight Tax Rule
Heavy items pay rent. If a heavy stock item saves less time than it costs in fuel, space, and lifting annoyance, keep it off the van.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
08. Expiry Front Row Rule
Adhesives, sealants, batteries, filters, and dated consumables must sit in expiry order. Oldest usable stock gets used first, not buried.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
09. Quote Confidence Rule
Carry enough measuring, testing, and inspection tools to quote accurately on site, even if the repair materials live elsewhere.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
10. Tiny Consumable Basket
Screws, clips, ferrules, washers, terminals, tape, anchors, and caps need visible mini-bins; tiny shortages cause oversized delays.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
11. One-Job Buffer Rule
For core materials, keep one normal job worth of stock plus a buffer, not a fantasy week of stock that turns the van into a warehouse.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
12. Messy Return Rule
Anything removed from a job but not immediately reusable goes into a quarantine box, never back into clean stock.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
13. Supplier Distance Rule
The farther the normal supplier is from the job area, the stronger the case for carrying the small common item.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
14. Duplicate Tool Test
Duplicate a tool only if the spare prevents a cancelled job, protects a helper workflow, or stays in a different kit with a defined purpose.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
15. Photo Reorder Rule
When a bin reaches its reorder mark, photograph it before leaving site and reorder from the photo during admin time.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
16. Seasonal Swap Rule
Create summer/winter or wet/dry stock swaps instead of carrying every season all year.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
17. Customer Promise Rule
Stock supports promises. If your website or script says same-day fix for a common issue, the van must carry the realistic same-day parts.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
18. No Mystery Box Rule
Unlabelled boxes are delays in disguise. If it cannot be identified from the outside, it gets labelled, split, or removed.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
19. First-Fix Hero Rule
Promote items that regularly turn diagnosis into completion on the first visit; demote items that only feel useful because they are familiar.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
20. Damage Risk Rule
Fragile or leak-prone stock needs protection or removal. A broken item in the van is not stock; it is hidden waste.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
21. Invoice Match Rule
High-value stocked parts must be easy to count against invoices so the owner knows what was used, billed, or lost.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
22. Apprentice Proof Rule
If a helper might grab the wrong part under pressure, add labels, colour coding, or a photo guide before adding more stock.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
23. End-of-Day Reset Rule
A van is not restocked when the job ends; it is restocked when the next morning can start without detective work.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
24. Common Failure Cluster
Group parts by failure scenario, not supplier category: leak stop kit, power fault kit, mounting kit, finishing kit, safety kit.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
25. Profit Leak Rule
If an item is often used but rarely billed, add it to quote templates, invoice lines, or a standard materials allowance.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
26. Monthly Retire Rule
Once a month, remove five items that are expired, duplicated, damaged, mystery stock, or no longer aligned with the work you actually sell.
- Use when: restocking, reorganising, or preparing for recurring job types.
- Decision: keep, reorder, relocate, label, or retire the item.
- Proof: write one line of evidence before changing stock levels.
Weekly stock review
- Review callbacks caused by missing items.
- Review items used but not billed.
- Remove expired, damaged, and mystery stock.
- Photograph low bins and reorder from the photos.
- Write one improvement for next Monday morning.
Simple van zone map
- Fast-grab zone: daily tools, common consumables, first ten minutes of a job.
- Job-kit zone: boxed scenario kits for recurring jobs.
- Clean stock zone: billable parts protected from leaks and dirt.
- Quarantine zone: returns, pulled parts, damaged items, and anything needing a decision.
Disclaimer
This ebook is educational and operational guidance only. It is not legal, safety, compliance, tax, or trade-specific professional advice. Follow your trade rules, safety standards, manufacturer instructions, and local regulations.