Scheduling Construction Site Visits
Scheduling Construction Site Visits

8 Must-Do's in Scheduling Construction Site Visits


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To see is still the best way to believe. Routine inspection remains a crucial part of a construction project to ensure that it progresses smoothly. Despite having construction management software, contractors and project managers can check all set activities’ status.

It’s very convenient to have software that lessens the workload and automates a couple of tasks, but there are times when Project Managers need to be hands-on with your project. This includes checking accomplishments for every set phase, general meetings for major announcements, and updating members with new procedures or injections of new technology.

Furthermore, some things can’t be checked via construction management software like materials quality and equipment condition.
Also, inputs in the software can be cheated. Since there is no way to verify all the data it gathers, project managers can’t be 100 percent sure that the reports are accurate and true.

But even site inspections should be scheduled and planned carefully. Project managers have so much on their plate that they can’t just waste a day of touring the construction site. They need to set a clear purpose for their visit and prepare the things they need during their visit. Otherwise, it will only lead them to set aside other essential tasks to do a repeat inspection.

Here are some ways to make sure that every site inspection is worth it and that every visit will lead to bigger accomplishments.

8 Ways to Make Site Inspections Successful

1. Invest in a reliable reporting tool

Before going out for a site inspection, a project manager should review the project’s details and construction management software to help him do this effortlessly. The software he chooses should give him a bird’s-eye view of the project from the smallest details to the most important ones – from crew attendance to task progress.

Knowing everything that’s going on at the construction site helps a project manager determine the right timing to make an inspection. This also lets him plan the visit’s agenda and prepare materials he would need if the situation calls for an emergency meeting.

So in choosing a reporting tool, take into consideration what type of information you want to gather. Do you need a progress report? Or do you need attachments like proofs of accomplishments? The best tool is dependent on your preferences and needs, but overall, good construction management software should have the general functions of any reporting tool.

Pro Crew Schedule is an excellent example of a reliable construction reporting tool. The best part of using Pro Crew Schedule is that it’s available in mobile. Project managers can bring their gadgets along rather than create a PowerPoint presentation or print reports.

2. Automate reports

Now that a reporting and construction management tool has been implemented, the next thing to ensure is the automation of reports.
The construction site is always busy. Crews have a high tendency of forgetting to send their EODs, which leads to a project manager losing track of the project’s progress. This is especially true when the person who failed to send his report is a key player in the project.

To avoid this kind of situation, project managers should automate report generation in the construction management software that he uses. It will also help members communicate their progress with the whole team by sharing their reports through the cloud. Adding comments and attachments should also be possible. So when finding a tool to use, these are the parameters you might want to consider.

Building reports every day can make inspections much easier as project managers will have a complete reference to understand why the project moves slower or faster than planned.

3. Communicate the visit with key members of the construction

Unless a project manager is planning for a surprise inspection, he should announce site visits so the key member can ready the materials he may need in checking the progress of the projects. Of course, documents should be available on the construction management app, but the print is still more convenient than digital when it comes to blueprints.

Also, when the site visit is unannounced, the PM may miss the people he needs to talk to during his visit. Making the whole team know of his trip will at least let them reschedule their leaves and day-offs.
In a nutshell, planning the visit with the team will make it less painful. This eliminates wasting time, money, and effort too.

4. Check the weather before the visit

Project managers can’t do an inspection when there’s a weather disturbance. It’s risky and impossible to check all the details on the site. This is especially true when the building has already reached the 20th or 30th or 40th floor.

Hence, PMs should do detailed planning before he visits the site. Apart from having construction management software at hand, it will be beneficial to invest in a real-time weather monitoring tool.

5. Prepare well before you visit the site

Just like we mentioned earlier, PMs should prepare before they embark on a site visit.

Look at all the reports, determine the problems, check on the progress, look at the inventory, and prepare the materials needed for the visit. Going to the site is already time-consuming so visiting without any prepared agenda will be a waste of time.

Besides, preparing for a site visit should be easier if you have construction management software. Review a week’s worth of reports and print documents that need to be printed.

6. Make Documentations of the Visit

A big construction project will have so many phases that a PM needs to inspect. Since he isn’t a machine, taking photos he can review at home or in his office will let him make better documentation of the visit. Turn these photos as supporting documents too in creating a report for the contract or client.

7. Be a leader that supports the team

Being a project manager is a tough job. He mediates between the client or contractor and the crew members. So when a project manager makes a site visit, he should take the opportunity to show the members that he prioritizes them too.

Make the day more productive by scheduling a meeting with the members during the visit. There, the project manager may ask for the people’s concerns and their suggestions in making the work easier and faster.

Build trust with the members by establishing communication. Understanding each one’s expertise and diversity will help any project manager see which tasks are right for each one and which are not. Consequently, it will help the project to progress smoothly.

8. Use a Facilitator

Construction projects can be complicated, depending on the design, activities, and plan that the project manager came up with. There are just too many things that a project manager should handle; sometimes, it gets overwhelming on his part. This is especially true during project monitoring.

Appointing a facilitator can help lessen the burden and make sure that things are going smoothly. In instances where the project manager missed a detail, the facilitator can go over to recheck errors. He can also do the site visit’s scheduling, alert the project manager about critical issues that should be resolved immediately, and prepare everyone for the site visit.

He can also take charge of managing the construction software by checking that the members’ inputs are correct and complete. He can also do the organizing of the reports and documents inside the tool. Another task he can take over the training of the crew members.
There are just so many roles he can take on. But overall, a facilitator is a big help to project managers by acting as his supporter and assistant.

Final Words

Visiting the construction site isn’t as simple as driving to the site and making rounds on every building floor. It requires thorough observation, documentation, resolving problems, checking progress, and reporting back to the client. It sure is tedious, but it’s needed to make sure that the project is running smoothly.

Construction management software still plays a big role in this project manager’s duty. Our recommendation is to select a simple tool that can be easily adopted by the project manager and the members.

The Pro Crew Schedule construction scheduling and planning software is one that any project manager should try. Apart from its accurate reporting feature, it has a team communication function that project managers can use to announce their visit. This helps the members to prepare the building for inspection, making the visit easier and smoother. Furthermore, being installable on mobile phones is a significant advantage. It lets project managers easily pull up essential details from the cloud whenever he comes to the inspection site.

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