Field reports are the best way to document observations you make during a site visit. They help catch problems early, measure project progress, and record compliance throughout construction.
But recording all of that information accurately takes time. And with a lot of site photos and notes to sort through and write up, information can easily get lost.
That’s where field reporting software comes in.
With the right mobile app, you can make observations and fill out reports in real time while you’re still on-site, helping avoid delays in manual processes between visiting the site and writing your reports.
These tools are created with field reporting at their heart. They provide a clear view of project progress, any changes needed, and completed work—and make that information visible to everyone involved in a project.
But what should you look for when choosing a field reporting app?
What Goes into a Great Field Report?
First, you need to determine what to include in your field reports to make them as useful as possible. Arguably, beyond the obvious practical elements like project status, dates, and people involved, the most important details to include are project task lists and site observations.
Project Planning
A lot of different works need to be carried out over the course of a construction project, from structural work, plumbing and electrics to flooring, plastering and decorating. And each element must occur in a specific order.
This means it's important for field reports to include information about the overall works plan for a project. For this, you'll need a record of:
- Completed tasks
- Tasks in progress
- A timeline for next phases
By giving stakeholders in your project a clear picture of your timeline, you can help them see precisely when each task needs to start and adjust their planning accordingly.
Site Observations
The core of a field report contains status, progress, and deficiency observations made during a site inspection. Without a record of any work that needs to be adapted or redone, you can miss errors, leading to extensive rework down the line.
Observations should include:
- A description of what's wrong and why
- Photographic evidence
- The location of any problems
- The status of any corrections
- Which parties are responsible for fixing the problems
By keeping a clear record, you'll be able to see exactly what problems need solving. And by assigning someone the responsibility to fix it, you can ensure errors are corrected before they become a bigger problem later.
What is a Field Reporting App?
A field report app is an application designed to make field reporting easier. These apps can be used on the mobile devices you take on-site and give you access to plans, notes, and pictures when you need them.
From completing paperless inspections to automatically generating field reports, these apps will save you time and hassle in the field and in the office. And by giving you an up-to-date record of your project that you can access anywhere at any time, they'll also help keep your project on track.
7 Things to Look out for in a Great Field Reporting App
The right field reporting app can record and report all this and more. To make it easier to find an app that's right for you, we've put together a checklist of seven important things to look out for:
1. On-site Inspection Capabilities—Online and Off
A field reporting app should be one you can carry with you on-site, so you no longer have to rely on pen and paper. And with offline capabilities, you'll be able to make notes, take photos, and attach them all to the right spot on a plan so nothing gets lost. Then, you can upload your findings and continue editing online once you're back at your desktop.
2. Location Tagging
The best apps can hold all your drawings and plans, so you can tag the exact location of any observations exactly when you see them. This will stop any miscommunication about where errors are and ensure everyone is completely clear on the project's status.
3. Photos and Sketching
Look for an app with built-in capabilities to capture, store, and annotate site photos. You can then link photos to observations and keep a historical store of evidence without cluttering up your camera roll.
4. Checklists
A good field-reporting app lets you create checklists to standardize inspections. You'll then be able to review checklist items onsite and add notes, photos, due dates, assignees, and location pointers to keep everyone on the same page. Standardized checklists will also give you the data you need to spot trends and take action to improve your operations as projects progress.
5. Documents and Drawings
You can also store drawings, plans, and other documents within field reporting apps to give you quick access to everything you need. With cloud syncing, you can make sure you are always working from the latest version of any document—and always access any annotations you made while on-site.
6. Collaboration Tools
Field reporting apps should also include collaboration tools to make it easy to share plans and progress with those assigned to your project. These can extend to automated emails that regularly share new observations with involved parties. Or it might mean features that allow team members to share feedback and comment on observations and tasks.
7. PDF Generation and Distribution
Field reporting apps can also generate PDF reports for you based on fully customizable templates. These professional reports will include all the information you need, like project details, report date, contacts, planning information, general conditions, and observations with pictures, text, location pointers, dates, and more. With sharing capabilities, you can send your PDF report with just one click.
ArchiSnapper: The App Used by 10,000+ Architects, Engineers, and Contractors
When architects, engineers, and contractors need a field reporting app they can trust, they turn to Deltek ArchiSnapper.
With ArchiSnapper, you can record on-site observations, attach pictures and annotations to plans, and easily share reports with your entire team. Plus, the app will help you cut the time it takes to generate field reports by up to 70%—so you can meet the needs of even the most demanding clients.
And you can try ArchiSnapper for yourself with a no-obligation 14-day free trial to see how it could make your projects run more smoothly.
Learn more about the app that has everything you need to generate and share field reports.
