Each day on a construction job site is different from the last and those who are involved need to be kept in the loop of what has occurred. One of the easiest ways to do that is by filing a daily progress report. These reports can include basic information of what was completed that day and they can also be filled with little tidbits that include issues that occurred or accidents that happened.
These daily progress reports must be filled out completely and accurately each day so that there is a line of communication that can be referred back to in case of liability issues or legal disputes in the future. While there are many disputes over what should and should not be included in a daily progress report, we have created a list of items that we think should be on each one.
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Here are the 10 items that should be on each and every daily progress report:
- The date of when the daily progress report is being written and submitted. This is extremely important, as it shows that a new one was created, and it will allow for those items to be documented for future issues.
- The weather conditions of the day can show why work wasn’t completed as scheduled or why workers left earlier than planned.
- The conditions of the job site must also be noted, because they can affect the results of the work of the day. Obviously, not much needs to be said about excellent job site conditions, but a reason should be given if a person is rating the conditions as poor or fair.
- The availability of necessary resources should be on this daily progress report and it should include information about the workers, other employees, equipment, and even the materials that were needed that day. This is a good time to note who didn’t report for work that day and if anyone showed up in their place, or if a piece of equipment or materials were missing.
- The work that was performed and the status of that work should be included each day, as it shows the progress of the job and allows another person to see if the work is being completed on schedule.
- Any disruptions or delays that may have affected the work that was completed that day should be noted.
- An inventory checklist should be included, and we recommend noting any materials that showed up on time, late, or in quantities different than what was requested.
- Any potential risks that may affect future work days should be included within a daily report, as this will give everyone a chance to weigh in with solutions quickly.
- While accidents are not always part of a work day, they do happen in larger numbers on construction sites. Therefore, it is important to make note of them when they happen and explain what happened in great detail. It is even an excellent idea to include photographs to back up the statements.
- The last item that should be included in every daily progress report are any comments or notes that seem to be relevant to the project.
Once the daily progress report is finalized and signed by the person creating it, it can be sent out to those who are involved in the project. There are a couple different ways that this report can be sent out and many people will have their own personal preference.
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The first one is to print it out and make copies to either send to everyone or hand out. This used to be a popular method when the paper trail included filing everything in massive file cabinets and keeping it for eternity.
Thankfully, technology has changed a little bit over the years, and these daily progress reports can be sent other ways. One way is by email and that is quick to do with a couple keystrokes if a person has everyone added to one bulk mailing. Another option is having the daily progress report uploaded to the cloud and software program that the construction company uses. This will automatically be accessible by everyone who has access to it and they can refer back to it as often as they want from wherever they are. This option is slightly better than an email, because it cannot get accidentally deleted or misfiled.
While there is nothing wrong with printing out all these daily progress reports, they do add up over the course of the project. Searching for a specific daily progress report in multiple binders can take much longer than performing a search for a specific date in a software program.
However, as long as a construction company has daily progress reports, they are much further ahead of those companies that do not use them at all.