“Keeping an accurate accounting of project activity can make the difference between success and failure when things go wrong”

On today’s Coachcast we discuss the importance of keeping accurate daily reports and project notes.

On any given project we have several reports that we do every day to keep track of activity and report information to our client, management, payroll, etc.  These reports are usually completed by one of the lead people on the project and submitted as required.  These reports can typically be categorized as:

• Reports to Owner/Client
• Internal reports
• Internal Team Notes

Today we are talking about keeping good notes and focusing mainly on the Internal Team notes.

We keep reports on our projects for a variety of reasons but mainly to let people know what is going on with the project, keep records of what took place each day and most importantly to protect ourselves.  Protecting ourselves is something that is often overlooked when completing daily reports.  Many times the people completing the reports don’t understand the importance of tracking what seems to be mundane information but this is the stuff we need to capture.

[tweetthis]Keeping an accurate accounting of project activity can make the difference between success and failure when things go wrong[/tweetthis]

When it comes to the general reporting I am sure you have some standard reports that your field crews complete each day.  You need to make sure these forms are relevant to the work you do and you are collecting the necessary information.  Make sure there are sections that trigger collecting the proper information.  For instance as a concrete contractor you want to track temperatures and weather yet as an interior finish trade you may want to track building conditions versus outside air temperature.  So make sure you get what you need to know.

What I really want you to take a look at today is keeping what I call internal team notes.  These are just simple notes about project activities or other things that we may want to reflect on in the future.  This was very helpful to me on a project where a sub-tier subcontractor was delaying us.  I noticed the lack of production so I started keeping some notes on my collaboration tool about their activity.  Sure enough about a 3 weeks later they were impacting our schedule so I could the contractor they were working for and asked for some help.  He later replied with a formal letter stating we had been delaying his installation contractor and causing delays.  I was able to show him my notes which caused them to do some more research and found that their sub was working on another project when they were supposed to be focused on mine.  This wasn’t a huge deal but it is an example where my notes were able to save some headaches.

Your team should be doing the same thing.  On your collaboration site you need a section for the team to keep notes about any activities that they feel should be noted.  These notes could come in handy one day and make the difference between closing your business or continued success.

So make sure that all your daily reporting is effective and useful.  Be sure that any standard forms are collecting data that is useful to you.  Have each of your teams start keeping quick notes about activity on the site that appears out of the normal.  Also, be sure that someone reads these reports.  If you don’t check on these people won’t put a real effort into completing them.  I recommend you pay close attention to anyone just starting to write daily reports and guide them on collecting the correct information.  Be sure to also read some of your experienced teams reports to make sure they are keeping up with what you want.

Take-Action Items

1. Review your standard project reports to make sure you are collecting the right data

2. Get your project teams to start keeping internal notes on your collaboration tool

3. Review your companies daily reports to make sure you are getting what you need

Outline

Daily Project Reporting

What:

• Daily Project Reports
  • Customer/Client Reports
  • Internal Company Reports (payroll, billings, etc.)
  • Project Team Notes

Why:

• Let people know what is happening on the project
• Keep records of what took place each day
• Protect yourself when things go wrong

How:

• Use standard reports for all projects and make sure they collect what you need
• Have project teams keep quick notes about project activity
• Read and inspect you project reports