Several factors keep a construction project operational. Observing the project tasks schedule, effective communication with stakeholders, and ensuring workers get paid on time are some of the crucial factors.

Another aspect to consider in a construction project is documentation. You need to keep track of the project’s progress and identify issues or missing components before they create delays. Having proof of completing the project is also vital to secure the necessary payment for the work done. All these need proper documentation and reporting. 

The documents you have on hand can protect you if ever litigation happens. It keeps the reputation of your company intact, and it saves you money and resources. Take note of this documentation checklist for a construction project.

Bid Proposals

You will not get a construction project without bid proposals. A successful bid means you get an accurate estimate of the timeline and cost of the project. Your bid proposals should be exceptionally good. Here are three things to consider to improve your bid proposals.

• Insights that give realistic estimates for later bids

• Bid calendar that handles project due dates and invites

• Branded day-to-day reports that stand out in bid proposals 

Although project insights might not directly help you submit more bids, they are beneficial to establish a reputation for making accurate bids. You can increase your chances of completing projects on schedule and within the budget. A good reputation gives more potential for growing your construction company. 

Daily Reports

Making daily reports is necessary to keep track of your construction projects. Avoid the old-school way of writing daily reports because your handwriting may not be legible. Your goal is to give accurate and reliable reports. Saving time in this aspect of the project is also vital. 

Create timely, accurate updates on site by using an app. Make sure to have time-stamped images and automatic weather capture to provide proof of site conditions. It should also have a feature that converts voice to text notes and allows you to look into a routine checklist without a hassle. 

Production Monitoring

You must know the progress of production by giving you instant insights. Using production tracking software can help generate the data you need to determine the productivity of a project. It can help make informed decisions and accurate future bids. 

Getting ahead of the competition is invaluable, and utilizing the best technology is a great help. Tracking the performance of a construction project should be one of the priorities. 

Time Cards

Time cards are proof that your workers come and leave the job site on time. It can also help you in the assessment of production progress and organizing workers’ payroll. Hence, having correct data on hours worked on a construction project is vital. 

Digitize the way workers log their work hours with the help of reliable and efficient time card software. It should be easily integrated with your accounting software to make it easier to prepare your workers’ pay. 

Materials & Equipment

Keeping track of materials and equipment can be challenging, especially if you are talking about multiple construction projects. It is essential to have a system that helps you handle this task with efficiency. 

It helps if you have an organized record of the number of days equipment has been used and the number of materials installed. You can reduce costs and boost project efficiency if you can measure and predict productivity. Tracking materials and equipment should give you real-time insights into production progress. 

Quality Control & Safety

A construction team must have a checklist for quality control and safety. These aspects of a construction project can become contentious if you do not organize and follow them. Protect your company from litigation by documenting the quality control and safety measures you are conducting. 

Prepare customized templates and questionnaires, and make sure notes and photos can be attached to your checklist. If there are audits or inspections, you have these documents ready for assessment. 

Change Orders

There are often adjustments or changes that occur during a construction project. In such cases, you must prepare several documents to ensure everything is in order. Going digital can help expedite the process of preparing and sharing change orders and other paperwork. 

Ensure the protection of sensitive information while documenting signed change orders. Yes, the goal is to keep the project moving, but you have to prevent leaks of important data in the process to prevent legal action from stakeholders. 

Final Thoughts

Proper documentation is crucial for any construction project. If you have the necessary documents, they will serve as proof that you are observing the standards of your line of work. Organizing all the paperwork for a project protects your company and workers from litigation. Proper documentation helps you save time and money in the process.