Effectively Communicate Construction Daily Reports (and More) With Construction Project Management Software

Communication is critical to the success of construction projects. On-site and in-office teams must be able to share information including construction daily reports, field notes, RFIs and change orders. They need to collaborate as efficiently and effectively as possible in order to avoid chaos and deliver projects on time and on budget. 

“Limiting confusion on a job site involves delivering timely, consistent information to all team members that need it,” writes the BCI Construction team. “Communication should be documented and detailed to avoid misinterpretation or misdirection.”

This is nearly impossible to do if you are still using old-school paper-and-pencil methods of project documentation. The risk of miscommunication is extremely high when using such inefficient methods, and when communication breaks down between project teams, project delays and overspend are almost inevitable. 

Construction project management software, like eSUB, helps trade contractors avoid these risks by enabling project teams to share accurate information in real time.  

More Efficient Construction Daily Reports Process

Construction daily reports are a critical element in the success of projects. They “serve as a living story of what happened on a construction site,” explains construction lawyer Trent Cotney. They keep project managers, who may be juggling multiple projects, in the loop on what is happening with each project so they can more effectively manage them all. 

As the backbone of project communications, construction daily reports need to be accurate and timely. Manual data entry often leads to data inaccuracies and siloed information which fuel miscommunication and poor project decisions. Construction project management software solves this problem by streamlining the daily reports process. 

The digital solution enables field teams to easily complete and submit their daily reports anytime, anywhere from their mobile devices. They can upload photos and videos and dictate notes throughout the day so the front office can easily track work done on the job site.

The standardized format of the daily reports makes the process more efficient by automating some tasks and ensuring consistency in reporting. The construction daily reports are then stored centrally in the platform so everyone has access to the same, real-time information anytime they need it.

Streamlined Communication Through Digitized Field Notes

Field notes are another critical communication element in construction. 

Things don’t always go according to plan on a job site. Field teams need to be able to share information with the front office in real time so everyone stays aware of any scope changes or other problems that occur so project stakeholders can make quick decisions to keep projects on track. 

Construction project management software makes that field-to-office communication easier.

Through digitized field notes, field teams can easily communicate issues such as materials delivery delays or equipment issues that may impact project progress. The front office can use those notes as a reference in their efforts to solve those issues quickly. 

Field notes also enable field teams to share real-time notes about work that occurs on the job site that is outside the original scope of work. The office can then use field notes to issue change orders that ensure the company gets paid for the additional work. 

With the tool, field teams don’t have to wait until the end of the day to submit these important notes. They can submit them throughout the day so projects run more efficiently. 

That mobile capability of eSUB has made a big impact on Any Temp Heating and Cooling’s field teams’ ability to stay connected to the front office. With teams dispersed throughout the Chicago area, it isn’t always feasible to expect them to stop by the office to drop off project documents at the end of every day. 

“Our foremen have either tablets or smartphones in the field,” says Project Coordinator Kim DeMeo. “They can easily see what needs to be done, document issues with field notes and complete daily reports in eSUB directly from their mobile device. They no longer need to fax or email daily reports or take pictures of time cards.”

Real-Time Status Updates on RFIs and Change Orders from Front Office

Communication is a two-way street. Just as field teams need to be able to share information from the job site, so does the front office need to be able to share information with field teams. Construction project management software facilitates that communication as well. 

Particularly important is the organization and tracking of requests for information (RFIs) and change orders (COs). Once these are created by the office team, it can be so time consuming for them to constantly share status updates with project stakeholders that the task gets overlooked. But those updates are critical for field teams and when they aren’t shared in a timely manner, projects can get derailed. 

The software solves this problem by keeping RFIs and COs organized in a central location and providing real-time update alerts that anyone can easily access to make sure nothing gets overlooked or miscommunicated. 

Miscommunication is so prevalent in construction largely because it’s difficult to share project information and collaborate with teams who are dispersed throughout an area on different projects. Construction project management software brings those teams together by facilitating real-time data sharing no matter where someone is located. 

“By acting as a single source for the storage, delivery, and reference of information for all stakeholders, a project management system prevents it from getting lost,” explains the Architectural Woodwork Institute team.

Schedule a demo of eSUB Cloud today to learn more about how this software helps trade contractors avoid miscommunication regarding construction daily reports, field notes, RFIs and change orders, between field and office teams.

Images used under license from Shutterstock.com.