Proper documentation at the jobsite

By Author: ROGi Supers

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If you work for a construction firm, you understand how complex a building project can be. There can be hundreds of people working in different capacities to complete it. As part of the project management team, you are responsible for supervising employees, managing the schedule and budget, as well as overseeing the actual construction. Additionally, proper jobsite documenting is crucial for your company and the clients.

Why You Should Document Your Jobsite

When an individual or business contracts with your construction company for a building project, you become legally responsible for budgets, timelines, materials, and the final product. Such liability requires impeccable recordkeeping for every aspect and stage of the project. Here are the benefits of complete jobsite documenting:

• Virtual history: Each day, your documentation paints a present picture of your accomplishments. It is like an official scrapbook, starting with contracts, blueprints, ledgers, to the finished product. At any time, you or the clients may peruse the documentation for questions about finances or deadlines. Project documents are just as important as the blueprints.

• Troubleshooting: If there are any problems in construction, it is easy to go back and review the past procedures. Documentation may show your clients how to save money in some areas, or a construction change that they may consider. It might minimalize the chance of repeating costly mistakes.

• Scheduling: Building projects depend on schedules for employees, purchasing, and project deadlines. As you document daily activities, it gives you a checklist of projects that have been done, and what is left to do. Documentation creates a visual sequence of labor, materials, and time management.

• Impressing your clients: When you present updated and thorough jobsite documentation to your clients at planning meetings, they will stay confident in your abilities. They want to see notes, jobsite pictures, budgets, and everything that has been accomplished so far. When they have questions or concerns, you have documentation to back up your professional opinions. Efficient documentation is part of being a good steward of your clients’ trust and resources.

• Legal protection: If a disgruntled client would bring a lawsuit against your construction company, your defense will be only as good as your jobsite documentation. Over-documenting is much safer than under-documenting. In a courtroom, there are no assumptions made. If something was not documented, then it was not done. If a document got lost in your filing system, then it does not exist in the eyes of the court. When you have adequate documentation, it will stand for you.

 

What Kind Of Jobsite Documentation Is Recommended?


Although construction contract laws may vary according to state, they all have basic requirements for documentation. County and municipal ordinances often have additional paperwork that must be filed. Some of your documents must be kept in duplicate or triplicate. These are some common jobsite documentations to consider:

• Jobsite notes: Many tools are used for construction. As a project team member, your pen and paper are some of the most important ones you have. Your daily routine should include keeping copious notes about the entire workday. Do not wait until the end of the day for a recap, because you may forget an important detail or a sudden idea. Write as you go. Try this helpful template for your jobsite notes:

1. Date
2. Weather conditions
3. Temperature high and low
4. Conditions of the jobsite
5. Site visitors: Name and purpose
6. Subcontractors (business names and how many laborers)
7. Construction equipment (owned, rented, condition)
8. Receivables (materials)
9. Inspections/testing
10. Summary of what happened during the day, including communications, changes, or delays. Every accomplishment should be documented.

Keep your notes organized by date, and distribute copies to clients and appropriate team members as needed. If you make notes on a computer or another mobile device, be sure to back up your files, or make a hard copy.


• Jobsite pictures: As you make your daily notes, feel free to draw diagrams and pictures. These may be helpful to the architects or other team members to explain a problem or an idea. Keep your digital camera or smartphone in your pocket, and snap a lot of pictures. You can download them onto your computer and print them as needed. If you have any problems or an accident, you need plenty of photos.

Your clients want to see each stage of your work. It is simple to turn your jobsite pictures into a Powerpoint presentation, with text and interactive screens. When the building project is complete, your clients will have a sequential catalog. You might consider some of these pictures when you update your professional portfolio.

• Videos: Take your construction pictures to a higher level with video documentation. It is an extra way to keep your clients informed about the jobsite. During meetings with your construction team, videos may help you identify problems or discover more efficient ways of doing something. They can also be integrated into a Powerpoint presentation.

Many construction companies have discovered better ways of completing their jobsite documentation with innovative computer applications, such as ROGi. These apps keep your notes, photos, videos, and scanned documents organized, and ready at the touch of a button. Most of them can run on both a PC or a mobile device. 

When you keep thorough documentation and stay organized, it benefits you and your client. It can help the job process run smoothly, and can stand with you in case of legal problems. The road to construction success starts with your paper trail. If you have questions about jobsite documentation, you should consult an attorney who specializes in the construction industry.

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