Top Ten Critical Inclusions


You have superior knowledge about the subjects you are reporting on and it is your duty and responsibility to make sure they understand completely what you are recording. Remember, the people who will read your report May not know the job, your work and common industry jargon.


Your obligation is to present facts. Without your report of the facts, these facts may be forever lost and not recoverable, leaving only opinion and conjecture behind. You are one of the historians (contemporaries) and history is known through your diligent recordation.


Facts by themselves can be either informative or confusing. If the reader does not and cannot know where the facts belong and how they connect to the subject you are discussing, one can guess, or totally dismiss the fact as ambiguous. How do we make sure our facts are usable; we connect them (anchor them) to a schedule activity ID, to a Specific jobsite location, put them at the proper elevation, reference the drawing that you worked from or even a specification paragraph.


Facts are verified by people who were there (witnesses). Always record who those witnesses (coworkers) are and their company affiliation.


Never forget the project/contract schedule. Always connect the schedule activity ID to any work you do. If someone hands you a work plan for the day or the week, insist that they annotate the work plan with the schedule activity ID before you leave to do the work.


You achieve your work using manpower, construction equipment and materials, when you record manpower and equipment, identify them and connect them with the schedule activity along with cost codes.


Work can be impacted or interrupted in many ways, either self-caused or caused by others. We are not discussing every day minor events that are part of every construction project; don’t waste time or paper writing about every minor ripple. When an event noticeably stops or lessens the efficiency of your work; log it in your report, but detail it in a separate referenced impact event report. Make sure the daily report and impact report are bi-directionally linked. 


Your work is never complete until there is a test conducted and passed, and/or an inspection done in accordance with specification or regulations. These must be recorded; test made (type), activity ID, testing/inspection agency/technician or inspector/Identifier/results if known.


Reference any and all injuries or unsafe workplace conditions/safety violations. Report any grievous violations in a separate referenced report that follows all regulations and company policy.


Start out each day with an empty memory card in your camera. Take pictures to back-up any statements made where a visual accounting will produce clarification and Place a number in your report. Upload the photos each evening so that they relate to the numbers in your report, and attach to report either in hardcopy or magnetically.