Field documentation
Document potential extra work while the details are fresh
Build a factual site record that helps your team review scope, discuss the impact, and prepare a change when appropriate.
When an unexpected condition or request changes the day's work, the first useful step is a clear record. Capture what happened while the people, location, and supporting information are still easy to identify.
1. Record the event, not a conclusion
Describe what the team observed or was asked to do. Include the date, location, people involved, and the work affected. Distinguish a direct observation from information someone else provided. A factual note is more useful than simply labeling something an extra.
2. Keep supporting details together
Add photos, relevant document references, and available correspondence. Record the labor, equipment, or material information your team actually has. If something is still unknown, identify it for follow-up instead of estimating it as a fact.
- Date and location of the event
- Description of the affected work
- People involved and instructions received
- Photos and relevant project references
- Known resource impacts and unanswered questions
3. Assign a review
Give the project manager or appropriate reviewer a specific next action. They can compare the event with the project scope, check supporting information, and determine the appropriate documentation and approval steps.
4. Connect the follow-up
When the event leads to a change request or change order, keep the connection to the original record visible. Review open items regularly so a documented event does not disappear into an old daily log. The project team still determines whether the work is billable and how to proceed.
Put it to work
Capture the facts on site. Review the scope with context. Keep the decision connected to the original event.
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