Every project has changes. This is no one’s fault and is not a sign of a disorganized project. Changes can happen for a number of reasons.
Part of ensuring a project runs smoothly is being able to track these changes and ensure that they get included in the process. When we are contracted to provide oversite on a project, Crayon uses ‘Site Instructions’ to document changes in the construction contract for the project. We number these instructions starting from 1 and they look like this:
SI-01, Additional tree removal
SI-02, Foundation wall detail
Etc, etc, etc.
Each Site Instruction indicates if it requires costing or clarification. Sometimes Site Instructions will create credits if an item is deleted.
It also shows who receives the Site Instruction, so that if anyone has a question or an issue with it, they can respond.
Sometimes we might even revise a Site Instruction if more information is required and reissue it.
Keeping good documentation is critical for any project. One of my pet peeves is trying to go back and remember if we asked for a change, or approved an extra three or six or even nine months later. Everyone remembers things differently, so if it is written out, we can refer to the paper work and it prevents errors.
We also use Site Instructions to clarify documents on a project. We are all human and sometimes we interpret information differently. This creates confusion in a set of drawings so the Site Instruction can add more detail to the information previously issued to clarify a drawing.
Site Instructions are a valuable tool and necessary for every project so having a good format to keep them organized is critical.