A Guide to Construction Reports and Reporting
In the construction industry, there are numerous items that everyone needs to be aware of on a daily basis. While everyone can share this information by word of mouth or multiple emails, there is an easier way. The most successful construction companies choose to generate different reports that shares all the information that is needed so the work can continue on schedule and on budget.
These reports used to be handed out in paper form, and then emailed to everyone involved on the project. However, in recent years, as technology has advanced, everyone can simply click on a program and have all the filed reports at their fingertips. This means that everyone can easily refer back to other reports wherever they are and stay current with information that is shared throughout the work day.
There are many different reports used within the construction industry and a couple of them are trend reports, cost reports, and materials reports. One of the most popular construction reports is the daily report and they are critical for the success of every project. These reports normally contain field notes and a list of activities that were accomplished each day. As soon as these reports are shared, everyone involved with the project will be aware of where things stand and what still needs to be completed.
Things move quickly within the construction industry and there are times when those in charge feel like there is not enough hours in the day to write daily reports. In those cases, a person may try to turn the daily reports into weekly reports, but that is discouraged because it can cause too many issues and there are certain things that can be forgotten.
Thankfully, there is a list of what needs to be included in these reports, so once a person has the basic guidelines memorized, they can easily fill in the blanks of what occurred on any given day.
Here are the 10 things that must be included on every daily report:
- The date that the information pertains to, which should also be the date that the report is written and submitted.
- The weather conditions for that day, as it will show why certain tasks weren’t completed or why everyone left the job site early or arrived late.
- The physical conditions of the job site, which may have affected how much work got done on that day.
- The resources that were available and unavailable on that day. This list may include employees, equipment, and materials.
- The work that was performed and the status for each job.
- A list of any disruptions or delays that occurred on that day.
- The inventory checklist that will show what is in stock and what may be arriving later than planned.
- The potential risks for future delays, so that everyone can work to avoid these problems.
- Any incidents that occurred, whether safety related or environment related. The employees name, as well as specific details and photos, should also be included.
- There may be days when additional notes or comments may be necessary, and they should be included at the end if they do not fit in any of the other categories.
Leaving any of that information out of the daily report, or choosing to skip a daily report here and there, can wreak havoc on any project. A missing report may make workers unaware of when they need to be available or it can cause a specific job on the site to go unfinished, because no one is aware that the work hasn’t been completed yet. These daily reports can also be used at the end of the project if the owner has an issue and wants to go to court over something that was or wasn’t done. These notes can prove that everything was done as it should be, leaving no unanswered questions. Missing reports will show that maybe the construction company was at fault and they can be held liable in those cases, because they do not have any proof.
Thankfully, all the other reports that are required within the construction industry do not need to be completed and sent out on a daily basis. However, those reports are just as important as the daily reports, so it may be necessary to make changes and additions to those reports every couple of days, so that nothing gets forgotten or left out.
Forgetting one small thing in this line of work can mean the difference between staying in budget and making a profit and going over budget and ending up in debt. Every construction company wants the former, as they are in business to make money. However, on occasion, the latter does occur, and companies end up losing more than they gain due to problems that could have potentially been avoided if they had paid more attention to their reports.