Embedded Files
Basically, writing information down and putting it into the computer is super critical for any job. When you write notes by hand, you catch things right when they happen. It's like your first impression of what's going on. But, just writing it down for yourself isn't enough. You need to put those notes into a system, so that the entire team has access.
It's like turning your messy notes into a neat, organized library. This way, the team can keep track of everything, make reports, and talk to your team easily. It cuts down on mistakes, keeps everyone on the same page, and helps everyone make better choices. So, writing notes is good, but putting them into the system is what makes them really useful.
Daily Project Updates:
What they are:
Notes associated with what happened while at the project.
Includes tasks completed.
Who was on the project.
Issues that were presented and any immediate decisions made.
Why they're important:
Creates an outline of the days activities.
Provides a daily record of on-site conditions and events.
Allows for better record keeping, and helps to remember details later.
Creates a time stamped note, which is more valuable than a later discussion & attempted recollection as our memories are unreliable
Status Update Notes:
What they are:
Signals the beginning & end of a project phase
They validate that a milestone has been reached.
Why they're important:
Allows tracking of things like equipment run time.
Logs time associated with labor usage on projects.
Notes on Issues:
What they are:
Detailed records of any problems, setbacks, or unexpected events that occur.
Includes descriptions of the issue, the actions taken, and the results.
Why they're important:
Allows for timely problem-solving and prevents minor issues from becoming major ones.
Provides a record of how issues were handled, which can be valuable for future projects.
Makes the entire team aware of an issue, and how it was handled.
Notes on Interactions (Phone/Face-to-Face):
What they are:
Records of conversations with customers, insurers, contractors, managers, etc.
Includes key points discussed, agreements made, and any instructions given.
Eliminates issues with disagreements about what was said or agreed to in the future as ideally the note is time stamped at the time it's sent.
Why they're important:
Ensures clear communication and prevents misunderstandings.
Creates a record of agreements and decisions, which can be useful in case of disputes.
Protects all parties involved by having a written record of what was said.
When Notes Should Be Recorded:
Notes should be recorded as the situation arises:
This keeps the information in the note fresh.
Making 10 short 30 second notes, gets you done faster, than entering notes for 5 min straight.
These notes will be more accurate than waiting.
Why they Must be taken before leaving:
Notes entered before leaving the project are more likely to be accurate.
They're more likely to be complete.
Our memory of situations on a project erode with time.
Note taking generally requires less than 5 min in most situations.
In Essence:
Proper note-taking creates a comprehensive project history.
The quicker the notes are recorded, the more accurate they'll be.
It fosters transparency and accountability among all stakeholders.
It helps to prevent errors, resolve disputes, and ensure project success.
Our memory fades quickly, whereas notes are potentially forever.
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