5 Ways Mobile Tech Can Make Documenting Site Visits Easier

Site inspections are an essential part of the construction process. They provide an opportunity for project managers, architects, engineers and other stakeholders to assess the progress and quality of the work being done on-site. Documentation plays a crucial role in these inspections as it allows for accurate record-keeping, identification of potential issues and tracking the successful completion of construction activities and project milestones.

Architects have two options when documenting construction site inspections and creating the resulting field report. They can either rely on traditional, manual processes and take field notes with pen, paper and hard copies of documents and drawings – or leverage mobile technology to make the site visit as productive as possible.

However, simply buying a top-of-the-line tablet and a host of applications won't guarantee you'll see the productivity gains you want from your investment. Instead, a truly efficient site inspection process comes from using the right mobile tech at the right time.

In this blog, we focus on five ways mobile technology can make the documentation process more straightforward, whether you are starting a new report from scratch or updating previous reports.

1. Document Your Site Inspection in Real-Time

If the site inspector takes field notes using pen and paper or dictation, they'll need to manually transcribe them when they sit down to document the site visit, which is time-consuming. Using a professional field report app can save an hour or more per report—or nearly two whole billable days each month—and help ensure that you leave the site with a comprehensive document containing all the essential elements that can be shared and updated easily.

And because architects are often involved in multiple construction projects, if their notes are captured before they get back to the office, the next steps aren't delayed or forgotten, and project deadlines are met.

There are two technologies on hand to help:

• Speech-to-text: Many architects use speech-to-text technology in the office to 'write' hands-free more accurately and efficiently than typing. You've probably got the right app on your mobile device already – all Android and iOS devices have voice dictation features. So, speech-to-text is a great way to quickly take field notes when you're visiting a site.
• Note-taking apps: If you want the convenience of a mobile device but prefer the feel of a pen, pairing a stylus with a note-taking app like GoodNotes, Nebo, or OneNote can make documenting meetings and storing notes far smoother and more manageable than switching to a paper notebook.

2. Use Mobile Tech to Measure and Scan Easily and Accurately

Site inspectors are only on-site for a limited amount of time, so they need to be able to sketch drafts as quickly and precisely as possible. All phones support basic apps that use the device's camera to take measurements and quickly generate floor plans.

LiDAR technology gives apps more useful and accurate information about their surroundings. It enables architects to quickly scan a 3D model of any location and generate smoother, more reliable augmented reality for the project team to work in. If you have a more advanced device with a LiDAR scanner, you’ll get even faster, more accurate measurements.

For example, using the RoomScan LiDAR app is as easy as tapping each wall and swiping for doors and openings. LiDAR does the rest, creating an accurate 3D model in minutes.

Once you've measured up and generated your plan on your device—far quicker than you could do manually—you're ready to annotate it.

3. Annotate Your Sketches and Photos Digitally

Whether the site location was scanned using digital photography or LiDAR, the next step is adding annotations, sketches and drawings. Trusted by millions of architects, engineers and contractors, an iPad, combined with a stylus and a sketch app, provides a great drawing experience that bridges the gap between analog and digital work.

Adding on apps like Morpholio, Concepts and Procreate allows users to scale, work with layers, and choose from brushes to create accurate, detailed sketches. An application such as  ArchiSnapper, a mobile tool designed specifically for creating field reports and snag lists, enables the user to record text, take photos and annotate floor plans – all in one place.

These powerful aids can transform the way you capture ideas and concepts. However, whichever apps you use to streamline the site inspection process, you'll still need to finish your report and make it available for colleagues and clients.

4. Leave the Site with A Finished Report

A mobile device will never match the power of an office workstation. But with a virtual desktop app, it's possible to log in to workstations remotely from a mobile device.

When internet speeds are not fast enough to offer a true in-office-like experience, you can still upload your field notes and files over slower connections rather than save them locally. So, by the time you leave the site, your freshly sketched and annotated report can be available from anywhere.

5. Easily Share Your Report with Project Teams

Once you have completed documenting your construction site inspection, it is crucial to share the report with relevant stakeholders, such as project managers and clients. You want to ensure that everyone involved has access to the latest information and can collaborate effectively.

Mobile apps and platforms provide various ways to share your finalised reports. You can send them directly via email or use cloud storage services like Dropbox or Google Drive to share a link with stakeholders. Collaborative platforms like PlanGrid or ArchiSnapper allow you to upload your report and invite relevant stakeholders to access and review it in real-time.

By leveraging mobile technology, you can streamline the sharing process and ensure that all key players have the necessary information at their fingertips. This promotes effective communication and enables stakeholders to make informed decisions based on the latest on-site observations and findings at each construction phase.

Sharing your report digitally also eliminates the need to print hard copies or organize in-person meetings to distribute physical documents.

Start Writing Comprehensive Field Reports with Deltek ArchiSnapper

Deltek ArchiSnapper is an easy-to-use field app that makes field work easier and faster with paperless inspections, automated field reports and simplified snag lists. No more pen and paper, Word, or Excel. To start creating comprehensive field reports, try the ArchiSnapper app for free.