5 Reporting Tips To Prove Construction Claims

track reports

Construction projects are huge. There are often many details to consider. Many expectations need 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 construction 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.

 

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.

Consider utilizing collaboration technologies such as Slack Software or the popular construction app Raken. This will save you from sorting through messy piles of handwritten documentation.

 

ALL DOCUMENTATION

When you’re in court or heated discussion, evidence is key. Bring more fuel you bring to the battle, and you’ll be more capable of proving your case.

  1. Meeting Minutes: If there’s a meeting to account for, note what happens. Track important decisions made, attendees, representatives, and all relevant matters.
  2. 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.
  3. 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.
  4. Miscellaneous Evidence: Think charts and accident reports. Always expect the unexpected. When it happens, document it.

 

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 important as well.

 

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 in daily reports.

 

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 addition to your project site. Choose from several affordable choices on the market.

track construction reports

Be picky about who’s on your team. Dependable teamwork is crucial when projects unfold. Consider how you feel about each new team member and notice your initial instincts. This helps to building trustworthy relationships.

Set the example with great communication, and know that respect is key. Show respect, and others will follow. Make all paperwork processes as easy as possible. Always be dependable to pay full amounts on time, and you’ll establish solid rapport.

Ideally, a mutually beneficial relationship unfolds between all parties. Aim to keep everyone happy and provide satisfactory results. However, problems inevitably arise. Thorough reporting will help.  Avoid costly confusion and discontent with and prepare for possible construction claims.