Overview:

This session covers the project records that help a team answer cost, schedule and scope questions clearly and factually.

Attendees learn what to capture, how quickly to capture it, and how to keep it clear, factual and easy to retrieve. Topics include written notices, daily reports, photo records, meeting minutes, change documentation and correspondence habits. All examples use sample project data. The content is general and educational. Requirements vary by company, contract and project, and it is not legal advice or a substitute for your own advisors.

Why you should Attend: When a question comes up about cost, time or scope, teams that cannot find the right record spend days searching instead of resolving it. This session gives you a practical checklist of the records worth capturing as work happens, so your project file is ready when it is needed. Leave with a one-page critical records checklist you can apply to your current project.

Areas Covered in the Session:

• Why records made at the time of the work are easier to rely on
• The critical records list: notices, daily reports, photos and video, meeting minutes, RFIs, change requests and approvals
• Writing clear, factual records: dates, locations, people involved and what was said or decided
• Correspondence habits: confirming verbal directions in writing and keeping a clear trail
• Schedule and cost records: delay notes, progress updates, quantities and time and materials tickets
• Organizing the file: a simple folder structure and naming habit so records can be found quickly
• Early warning signs of a documentation gap and how to close it while the project is still active
• Hands-on practice: reviewing a sample record set and spotting what is missing or unclear
• Takeaways: a one-page critical records checklist and a 7-day action plan

• Project Managers and Assistant Project Managers
• Project Engineers and Project Coordinators
• Superintendents and Field Supervisors
• Contract Administrators and Document Controllers
• Operations Managers and Department Heads
• Contractor Owners and Business Owners