In a day and age when it seems like management may believe that paper work builds these projects, that updating your manpower report, completing a unit report or writing your daily diary will some how get the job built I often get asked does anybody read it, why is it so important? So let me tell you why its important and why we need to keep on writing them.

The purpose of daily construction report writing is to convey the facts of what happened or in many cases what did not happen on your job. How this document is prepared will determine its value as a legal historical record. In writing the daily report it should be written as if you are going to present the information in a court case the following day. It should be part of your daily routine. The information should be accurate, factual, and without personal bias. The importance of “daily” cannot be understated here, to be admitted in court the attorneys will submit the documents under the Business Entry Rule, which simply stated is, documents and records used with running a business or project are assumed to be credible. To be considered credible the company must have a written policy relating to the creation of such documents, as an example, cost and unit reports, daily reports, and correspondence. This policy should have a checks and balance system to ensure accuracy.

Your company should provide you the method for documenting this report, it may be written in a spreadsheet template, document control program or possibly an app but if not it is easy enough to create your own by including the topics listed below.  Below is a summary of the most commonly reported information.

• Date
• Job Number
• Project Name
• Weather: Temperature High /Low, Wind, and Site Conditions
• Concrete Poured Today and To Date
• General Working Conditions
• Project Progress Photos
• Personnel and Work Performed
• Subcontractor Personnel and Work Performed
• Material and Equipment Used
• Deliveries
• Milestones
• Visitors
• Unusual Conditions
• Accidents
• Force Majeure – acts of nature

Understand what is being documented is Weather Delays, Manpower and Material Delays or Accelerations, Suspension of Work, Disruptions to the Project Flow and Sequencing Changes, and Terminations of Contract or Employment. Note any Approved or Rejected Time and Material tickets, Construction Changes, Inspections Approved or Rejected. Avoid including conjecture and opinion but if it is necessary to convey the message identify it as such. When identifying delays or accelerations it is important to reference it back to the current project schedule. Also make sure your descriptions and statements are clear and conscience so they can be interpreted years in the future.

When stating a problem or delay note the first indication, be specific about location or locations, show what other trades it will impact and if possible include photographs as a part of the daily record and what conversations were had and reference to any documentation that may have been sent to remedy the situation. If possible reference any plans, specifications or construction documents that may give insight into the problems origin and solution. Also it is important to continue to identify any delay in each subsequent report otherwise it could be implied that the impact was only for that day.

Remember when describing the event, the people who will be interpreting the document will not have the benefit of understanding the project dynamics or extenuating circumstances.

As a part of each of your subcontracts your contractors should be required to submit a daily report as well. Including a description of their activities for the day, work force by count and trade and each of their subcontractors activities and manpower counts, as well as listing any major deliveries and delays. All reports should be required by noon the following day.

By requiring our subs comply with their contractual provisions and collecting the required documentation from them, this can be used as a part of our daily work progress record. Noting and responding to any notations or delays our subcontractor may have listed on their Subcontractor Daily Work Report is a method of identifying and tracking progress or problems. But I would caution do not allow a daily report be the method as to which you are notified of project impacts or delays from your subs, there still needs to be an official notification process like certified mail for contractural impacts or delays.

The report should be completed as a .pdf and then saved on your hard drive. The Project Managers and or Project Exec should periodically verify the reports are being documented and properly saved.

The document you create will stand on its own as a construction daily report if you record the events as they happen, include only the facts and provide as much supporting documentation as possible. Be sure not to stretch the truth, or change the record after completing your entry as this would discredit not only this report but will jeopardize all of the submitted documentation. If a mistake is made the correction should be made on the next daily record. Do not edit history. Additional items that will deny admissibility include inaccuracies in reporting, entries in contemplation of litigation, self-serving statements, inconsistency in maintaining records or loss of some records.

A well done daily can be incorporated into your daily business routine. It can become part of developing your to do list or assist in building the agenda for a upcoming meeting.

When done correctly a Professional Superintendent’s Daily Construction Report will provide invaluable insight into the problems encountered on the project, and just may tip the scales of justice in your favor, if done poorly and without regard to content and structure at best it is waste of company resources and time and at its worst could be used against you in a court of law.

If you are interested in Construction Daily Reports reach out to me and I’ll be happy to discuss how I have managed this in the past and what I am currently doing to make this process as efficient as possible.

 

J. Hughes
Project Superintendent

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