When planning out an entire construction projects, things can get really overwhelming. There are often many details to consider, and many expectations to be met. Keeping track of each moving piece can be difficult, and it’s rarely a foolproof process.
When things go awry and money is involved, thorough claims are necessary. In order to justify claims for more time or money, keep comprehensive records. Below are five key elements to track in your daily construction reports.
- Track All Correspondence Files
Don’t play a game of “he said, she said.” Instead, keep thorough files of written correspondence. Think emails, texts and paperwork. Be sure to keep additional copies and organized files accessible. All memoranda to and from DOT or subcontractors are especially important.
- Clarify Plans and Specifications
Clear details are the name of the game in construction. That’s why blueprints are so important. All amendments, details, clarifications, and owner options are needed here. All relevant charts and graphs are also appreciated.
- Know Schedules
There are often multiple phases, especially for larger projects. Note details of the timeline. Know who and what is needed at each stage. Include all the updates, agreements and paperwork here.
- Properly Organize All Documentation
When you’re in court or heated discussion, evidence is key. The more fuel you bring to the battle, the more likely you can prove your case.
- Meeting Minutes: If there’s a meeting to account for, note what happens. Track important decisions made, attendees, representatives, and all relevant matters.
- Subcontractor and Supplier Files: Keep an organized trail of paperwork with any agreements between your subcontractors and suppliers. This will help to clear up miscommunication and hold each party accountable.
- Job Cost Records: Know your budgets thoroughly. Make sure all costs are understood before contracts are signed. If any pricing changes, be sure to provide justifying evidence.
- Miscellaneous Evidence: Think charts and accident reports. Always expect the unexpected. When it happens, document it.
- Keep Job Photos and Videos
All additional evidence you can gather is more fuel to your fire. A picture is worth a thousand words, and video evidence is even better. For this reason, it’s a great idea to install a construction camera. With many high-pixel options available, it would be a worthwhile and affordable addition to your project site.
Regardless of who you’re working with, respect is key. Set the example with great communication. Make all paperwork processes as easy as possible. Always be dependable to pay full amounts on time. This will help to establish rapport.
Ideally, a mutually beneficial relationship unfolds between all parties. The idea is to make everyone happy and satisfied. However, when problems inevitably arise, thorough reporting will help you to avoid costly confusion and discontent.