Construction reports and reporting: Why they are so important for construction?

The leading construction companies create various reports containing all the necessary information to ensure the construction work progresses on schedule and within budget. These reports used to be distributed in paper form and then sent via email to all involved parties. However, with technological advancements in recent years, these reports can now be accessed by simply clicking on a program, making them readily available to everyone involved.

This convenience allows individuals to refer to previous reports from anywhere, keeping them up-to-date with information shared throughout the workday. Adopting digital reporting can alleviate significant administrative and mental pressures from those in charge, including foramen, project leaders, and project architects.

1. What is field reporting?

Effective field reporting is crucial for the success of any construction project as it provides the on-site team with complete visibility of the project's progress and a clear understanding of what needs to be done. Each group member is involved in the reporting process, with all tasks and activities closely connected. Even the slightest delay in one task can significantly impact the project's budget and timeframe.

The method of documenting progress plays a significant role in the success of field reporting. Traditional reporting methods require a lot of time and resources, creating a significant administrative burden that can hinder productivity. Additionally, how these reports are shared with the rest of the team is essential. While Excel and Word were viable options ten years ago, they often led to major issues in today's construction industry. Working in isolation was common in the past, impeding different project stakeholders from keeping up with their field reporting process, historically resulting in costly misunderstandings and project delays.

2. What is a construction report?

Construction reports encompass a broad range of activities, and various types are commonly used, such as:

2.1 Trend reports

Trend reports are prevalent in the construction industry as they provide the latest information on different building construction types and analyze their market significance. These reports are typically produced annually to give stakeholders an overview of the newest market trends and changes.

2.2 Materials reports

New materials continuously disrupt the construction process, and construction companies rely on materials reports to stay up-to-date with the latest changes and improve productivity and building quality. These market reports can be purchased or accessed through specific organizations or services.

2.3 Cost reports

Cost reports are critical for every construction project and are typically used during the bid stage to estimate the required workforce and materials accurately. Generally, the contractor compiles the cost report based on the design presented by the client.

3. What is a construction progress report?

The construction progress report, also known as a daily report, is a vital document for the success of every project and is widely used in the construction industry. These reports typically include field notes and a list of daily activities completed. Once these progress reports are shared, everyone involved in the project knows the current status and what still needs to be done.

Effective daily reporting is essential for a cost- and time-efficient building process. However, to achieve efficient daily reporting, a more digital approach is necessary.

4. How do you prepare a field report in construction?

The following are ten essential elements that should be included in every daily construction report:

• Date: When the report was written, and the information pertains to.
• Weather conditions: The weather conditions for the day, which may have affected work progress or caused delays.
• Site conditions: The physical conditions of the job site, such as access, safety hazards, or unexpected issues.
• Resource Overview: An overview of the available and unavailable resources for that day, including employees, equipment, and materials.
• Field job status: The status of the jobs performed in the field, along with their type and completion status.
• Delays and disruptions: A list of any delays or disruptions that occurred and how they impacted the project.
• Inventory checklist: An inventory checklist of the available and expected materials and equipment.
• Upcoming risks: Anticipated risks that may affect future work progress and how they will be addressed.
• Safety and environment-related issues: Any incidents, along with the names of the employees involved and any relevant photos or details.
• Additional notes and comments: Any other relevant information that should have been covered in the previous categories.

Including these elements in the daily construction report will provide a comprehensive overview of the project's progress, issues, and potential risks.

5. Role of Project Reports

Reports are essential tools used to provide a clear picture of a project. Planning for success and disaster recovery can only be achieved through a detailed understanding of activities at the ground level of a project site.

A diverse set of tools is necessary to create an accurate report to gather, integrate, and disseminate information. Reports simplify the complexity and disorganization of a project into a streamlined information flow, allowing for efficient planning and crisis management.

Reliable reports must be meticulously created, breaking down activities into hourly and daily stages. Manual report creation is prone to errors that could lead to avoidable situations, but various customizable tools are available to simplify the process. In addition, these tools establish a smooth flow of information to stakeholders, keeping them informed and psychologically comfortable with the project's active developer.

6. Benefits of Project Reports

6.1 Monitor project

One of the critical advantages of utilizing project reporting tools is that project managers can focus on their tasks without the interruptions of frequent project meetings. In addition, by establishing an effective reporting system at the start of a project, project managers can keep track of the project's progress and equip themselves with the necessary tools to align with the customers' requirements.

6.2 Identify risk

Project reports provide managers with the ability to identify and address risks. Risk management is a crucial aspect of any construction project, as it helps quantify the risks to which the project may be exposed. Risks can arise from various sources and are inherent in the construction industry. Implementing effective risk management strategies can achieve significant savings, as stated in an article on 'Risk Management in Construction Projects.'

6.3 Manage cost

A well-designed and organized project reporting system can also aid in managing the costs associated with the construction process. The ability to control construction costs can ultimately determine the success or failure of a project. In addition, factors such as material quality, design modifications, ground conditions, and decision-making can impact project costs. Therefore, it is essential to have a structured reporting system in place to make informed decisions.

6.4 Better decision-making

Project reports provide valuable data that can be used to make informed decisions about the project, including identifying areas of the project that are running smoothly and areas that need attention, as well as potential risks and opportunities for improvement. By making data-driven decisions, construction companies can optimize the project and ensure its success.

7. Must-haves for data-driven reporting

The construction industry must embrace digital reporting to improve coordination among field teams and reduce errors. The following elements are critical for effective data-driven reporting:

7.1 Construction report generation and sharing

Creating detailed and easy-to-understand reports quickly and efficiently is essential. With a reliable digital platform like AECIS, project managers can generate PDF reports and share them with their teams in real time. The tool allows you to comprehensively add photos, comments, and weather information to understand what happened and when. It's essential to have a platform that will enable you to filter data by specific periods and generate field reports accordingly to stay on top of your project's progress and ensure everyone is on the same page.

7.2 Clear accountability through audit trail reports

A digital tool that can automatically store all data and its latest changes are necessary to ensure data-driven reporting. It also helps project managers quickly retrieve all valuable information when needed. This way, the project team is always aware of who did what, and they can rest assured that photos, videos, comments, progress reports, and date changes are all logged in the system.

7.3 Weather information

Weather plays a significant role in construction and can completely change project planning. Thus, it is essential to have weather reports included in the reporting process. Project management like AECIS can provide comprehensive weather reports to track how weather affects the project.

7.4 Automatic daily logs and site diary

The ability to automatically record all crucial project information can help project managers maintain their daily logs and up-to-date site diaries, eliminating manual paperwork and saving time and space.

7.5 Custom reporting

Every project is unique, and the reporting process should reflect that. Therefore, customizing reports to meet the specific needs of each project is essential to efficient data-driven reporting. With AECIS, you can customize the software's interface to ensure the suitability of each project.

8. Conclusion

Construction reports and reporting are essential for successful project management. By leveraging tools and platforms like AECIS, project teams can create reliable reports that accurately capture project progress, risks, and opportunities. Ultimately, investing in good reporting practices can help ensure project success, minimize risks, and deliver value to all stakeholders involved in construction projects.