Daily Reports – A simple guide

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Daily Reports

Download the Daily Report Template from Here: CCP DAILY REPORT Template

So, probably the most important piece of paperwork you are going to need to start using is a Daily Report. Basically it’s a report of what has taken place over the day, the work that got accomplished, the guys that were on the site, if any visitors or inspectors came, what equipment was used. If you are ever on a big job, your general contractor will require you to turn in a copy of your daily reports so they have it as well.  The number one purpose of a daily report is to cover your butt if anything goes wrong. So, it’s useful to have, it’s important to have. It will also help you when it comes time to bill, to remember if there are things you should be billing for or not. It will help you to keep track of your records of how your job is going, and you will know pretty quick, weekly you can have an update of how things are looking.

Here at Wilson & Hampton we give out a hard copy, and they are all carbon copies. Typically there is a white sheet that the foreman will fill out. They can keep that and give a copy to the general contractor if they require it. We get ours sequentially numbered, and these are not expensive to get. This number would be on this page and the next one would go up by one and so on and so forth. So you have an individual number that is linked to each one.  You can find printers online that you send them a template and they will send you these. All of our guys have to fill them out and turn them in every week.

So that being said, let’s go over a couple of things that are important on a daily report. I’m going to switch to my screen, so we can look over one that I have a template of that I’m going to be giving to anyone that wants it. You can download it, make it your own. I’ll leave it as a word document so you can make changes. But we will talk about some of the information that is important and should be one there.

So, I’m going to pull up a PDF of the template that I gave you. To give you a little idea of what you should be recording. We already talked about job numbers. You need to put in the job number for whatever job you’ve got. Start and end time for the day. If your guys start at 7:30 and end a 4:00, whatever it is, put it in here.

Job Name would be whatever description you have for the job, if it’s a fast food restaurant or someone’s house, or whatever it is. You will have the job number and then the description of the job.

The date. Today is 9/25. Whatever the date is. The day, today would be Monday.

Temperature, this gets to be a big deal. If you are painting, certain paints don’t cure under certain temperatures. You are not suppose to apply them when it’s raining or if it’s cold outside. So this will be a real quick way to put these down. So whatever the temperature is today, if it was sunny, rainy, snowy, or if the wind was blowing and in what direction, which if you get overspray or people are complaining that your dust is going in one direction, and it was south of the building, it is really important that you have written down that the wind was blowing northward on that day. It could help to cover your butt if to keep the overspray issue away from you.

Total hours. Once they list out the total number of hours for the day, If you have a total hour of 24 because you had so many guys working. Then you would put the total number of hours for that day.

How many hours to date. These guys have been on this job for three days, what are the total hours to date at the end of the day. That way you know that if you budgeted 100 hours, whether you are getting close, whether you have gone over, and your foreman will know that hey we have gone over on the total number of hours on the job. What’s going on. Did we miss something? Do we need to pick up the work? It’s just a good way to track at a quick glance where you are at any particular time.

Down here, write in the guys names, Mike, George, and John and whoever. How many regular hours they worked, if they worked 8 hour regular or 4 hour regular, whatever it is. If they had any overtime hours for the day. Maybe they already hit their 40 hours for the week and they have 2 hours overtime for the day or 8 hours overtime for the day, you have it written down here.  And if you did any extra work, because your extra work should not be counted against your hours for the job that you bid. Those are extra hours that you should be paid for, so it’s a good idea to track them. So maybe they did 4 hours of extra work today and 4 hours of a regular day, that would be a place you can track it and just a simple way to do it. Because it’s kind of hard to break this down into a long list, you have two options here. Typically you won’t have more than 14 guys, especially if you are a smaller contractor. You can always change this to do whatever you want. This is just the way we have it set up.

Description of the work. This can include something like: “painted the east elevation today.” Materials that were used A100, color whatever, or anything that happened, if something showed up, site wasn’t ready, worked on a certain area, left early. Whatever the work or whatever has gone on this is the place you would write that down. It doesn’t need to be anything over dramatic, but just a quick description of what was done for the day.

Inspectors and Visitors. If you had the OSHA guys show up, or the general contractor or the owner showed up, write down there what that was and this can come back to save your butt if somebody said that: “this went on that day” then you can see if they were even on the jobsite while you were there or anything that happened. So, just a good idea to put down the superintendent or whoever was there that day.

Equipment used. This is a good place to put if you are renting a scissor lift, and you have to pay for it everyday and you need to remember that it is out there, you put it here. And then you know what was going on, and if the equipment company comes back and says one thing one day or the other day, then you have something to fall back on, whether it was really there, whether you had it accounted for, or unaccounted for, or what not.

And then we are going to go over the field extras, change order requests, whatever you want to call them at a future date. But if you do have any, we had talked about the numbering system. If you have numbers on your work tickets you can put them down, what tickets were done that day. Maybe you have some guys working on extra work and it shouldn’t be counted towards your contract hours. So you could put down extra work ticket for however many hours or ticket number 2 was 6 hours. Then ticket number 3, and you can keep a running tab so then as you are going through your extra work tickets, they are all associated with each other and are easy to find.

Again, this is just a really basic form. It has a lot of really important information on it and you can make any changes that you want. Remove the logo, put your logo on it. Find a printer that can put the sequential numbering on them and figure out how you want to do them. But understand that there are some apps out there on your phone that can do this. There are some really big ones, Raken comes to mind. There are a lot of bigger apps that some of the bigger companies use. They will do your daily reports. They are really nice because you can include pictures, you can geotag them, and they are not super expensive. And then there are some simple sheets that are basic like this that will send out an email to everyone which is nice because then you don’t have to make copies and distribute them out to the general contractor.

But this is a really simple way to do it if you don’t have anything that you are currently using. Print out a bunch of these and start numbering them and start rolling through and get in the habit of doing it. Because honestly it is going to help you in the long run. You will be able to audit the job, know how you are doing, why something took longer or, if something took longer you can always research why. Who was on the jobsite? What things went missing? Or anything like that. It is just a valuable resource to have. Any big job is going to require you to turn in your copies of those, so you are going to do it anyways. And it will come back to cover your butt. It has saved ours plenty of times and it has saved lots of contractors lots of times. So really consider it.

Again, you will be able to download this file from here on the website. Hopefully it is useful to you. The next video we will try to cover the same way what a field extra authorization or change order request form is. And we will go through that in detail. Thanks for watching.

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