How do you keep a daily site report? A checklist for site managers

The daily report is the site’s memory. What isn’t written down that day won’t be remembered a week later, and a month later it becomes a point of argument. The report can be short, as long as the same headings are filled in every day.

What every report should include

• Date and weather. A rainy or very cold day is the clearest explanation for work that couldn’t be done.
• Crews on site and headcounts. Which subcontractor was on site with how many people is the basic input for the timesheet and the progress payment.
• Work done. Instead of “concrete poured”, write “Block B, 4th floor slab concrete poured”. The clearer the location and the work item, the more useful the report.
• Materials delivered and machines at work. Enough detail to check against the delivery note (irsaliye) is sufficient.
• Problems and delays. Materials didn’t arrive, a crew came short-handed, a conflict turned up in the drawings: all of it should be written down that day.
• Photos. Photos of work before it is covered up are especially valuable; once rebar, services and insulation are closed in, they can’t be seen again.

When should you write the report?

The best time is the end of the day, but taking notes during the day makes the report easier to write. Short notes and photos on your phone turn into a five-minute write-up in the evening.

Who uses the report?

The project manager follows the status of every site through the reports. Accounting checks subcontractor progress payments against the crew and work information in the reports. And in a dispute, well-kept reports are the strongest evidence.

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In YapiEx, the site manager enters the daily report and timesheet from the field, by phone, and the office sees the same record at the same time. You can also ask ÇiviBot which sites haven’t filed a report: “Which sites haven’t filed a daily report today?”