At the most basic level, a construction site diary is a journal of the activities performed on a construction project, telling the story from the first steps to completion. Site diaries have been used in the construction industry to record daily activities for generations and were traditionally nothing more than a paper notebook stuffed into the pocket of the site manager, who later couldn’t understand their own handwriting (although they are usually the only ones to read it anyway).
In the modern computer age, construction management now use digital construction site diaries. A digital site diary is a tool to collect information via a mobile phone or tablet. From photos to text notes or mark ups on a PDF document, different types of information can be collected by the team throughout the day and retained against the project records. It’s not uncommon for a project manager to use a dedicated construction site diary app or digital site diary that is part of construction software to record project progress and share it with project stakeholders.
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Why is a construction site diary important?
There are a variety of reasons why keeping a detailed construction log is important for project managers:
1. Legal compliance
Construction is necessarily based upon compliance standards, and detailed records captured in a site diary build a strong body of evidence of the work done and that requirements have been met. Records are important to get paid on time, and while Security of Payment legislation provides a framework for ensuring payments are made, it still requires clear evidence of work to back up payment claims.
2. Accountability
With construction projects being a many-layered combination of work done by different trades or workers, it can get hard to recall who has done what. Having incremental records of work on site can show the progress of the project, plus record who did – or did not do – what work on site.
3. Record keeping
Construction moves fast, and using a daily site diary means that your business can save time in administration. Information is recorded in the central management system, filed against each job, making it easier to track progress and conduct internal audits, and for planning future projects.
4. Dispute resolution
Clear images and notes captured at the time provide strong documentary evidence of work that can prevent a dispute. Minimising arguments is important in order to reduce disruption to the work and to ensure that invoices are paid.
Download our free Construction Site Diary Checklist.
Types of information recorded in a site diary:
1. Work Completed
Record of daily site activities added, as photos, or notes added to plan PDF.
2. Staff and Labor Hours
Timesheets for workers can be recorded in a site diary and easily accessed for payment. This can include integrating timesheets with payroll systems.
3. Equipment Used
Record what equipment and materials are used each day, including photos of any damage or wear.
4. Weather Conditions
As extreme weather becomes yet another factor that construction managers need to deal with, records of weather conditions are relevant in terms of recording staff conditions, any project delays due to weather and the impact on any materials.
5. Site Visitors
Keeping track of who is physically there on site is important for compliance and safety reasons.
6. Incidents and Accidents
While safety is #1 on-site, accidents do sometimes happen. Information about what happened and why will help the business to deal with any ramifications of an incident that has happened and to prevent accidents next time.
7. Delays and Interruptions
Recording the reasons behind a delay is important to explain and justify a change in project timing and reduce disputes.
8. Incremental record keeping
A digital site diary is able to capture different types of information. Records can be kept as text notes, notes added to PDF documents such as plans, delivery advice, or images. Compared to a paper-based system that needs to be interpreted and re-produced for other people to use, sometimes days or weeks later, a digital site diary is quick and provides a variety of information that is useful to the team.
The efficiencies in sharing information in a daily record directly into the core project management system benefit everyone. Project plans and staff scheduling can be updated thanks to having the latest on-site information. Reports for clients and certifiers, including payment claims, can be completed without needing to take up any more time from the people working on site. Procurement staff will know the latest levels of materials on site, and be able to order more accordingly. All from a digital site diary being used with the whole team in mind.
Get a free Construction Site Diary Checklist
Our Construction Site Diary Checklist is your essential, three-page guide outlining the importance of a site diary for construction projects. Inside you’ll find all the information you should consider recording in a site diary. Download the site diary template and checklist here.
How does it benefit various stakeholders?
1. General Contractors
Keep track of all the moving parts of your construction project, including the activities of subbies and suppliers.
2. Subcontractors
Record the details of your work done on each clients’ site to show compliance and completed work. This is especially important for specialised trades such as concreting, painting, and landscaping, which can use the site diary to demonstrate the preparation and finishing of each step of the process.
3. Site Supervisors
Make detailed notes on the various tasks of the project and the people involved in delivering them.
4. Clients
Provide information collected via the site diary with clients in reports or enable them to see the whole site diary for continuous access to site information.
5. Regulatory Authorities
Detailed compliance information is always ready and available for review by regulatory authorities, including certifiers and building surveyors.
Choosing the right site diary software
Having a digital site diary that everyone will actually use to its fullest potential is important. Look for:
- An easy-to-use interface that is quick and simple to learn and to use on a daily basis.
- Can be used via a convenient and popular device, such as a mobile phone or tablet.
- Information that is able to be integrated is automatically shared with other systems.
- Customisable features to capture the information your team needs in a consistent way.
Tips for effective site diary management
1. Consistency is key
Confirm with your team how a digital site diary is to be used. Set standards and train the team on the type and detail to be captured on site.
2. Be detailed but succinct
Concise records make it easier for staff to find the detail that they are looking for quickly. Writing a long essay when a sentence or two would do it is not helpful, so try to keep diary entries useful and include important details without any extra waffle.
3. Ensure multiple access points
A site diary that can be easily lost or where access is limited to a few people is not as useful as one that is accessible by all permitted team members.
4. Backup and secure data
Incremental evidence collected in the site diary is precious and can’t be collected again if the process has moved on. Your digital site diary needs to be secure and backed up.
5. Regularly review entries
Keep the site diary current and accurate by reviewing entries to ensure that any entries have complete and accurate information, even if it was not known at the time. For example, where a diary entry has information that has now changed or was incorrect, add notes to update and explain so that there is correct information available for anyone using the diary as an information resource. Out-of-date information can lead to errors.
Dear Diary, Our Construction Project is On Track
Digital site diaries help a subcontractor business reduce its admin time, be more efficient and have the records they need when needed. With a digital-savvy team using their mobile phone to capture and record information throughout the day, your business can confidently leverage the many benefits of digital project management to increase communication and productivity while reducing errors and wastage.
Compare your current on-site record keeping with our Construction Site Diary Checklist to see where the problems arise from incorrect, incoherent or inaccessible information.
