One of the most critical aspects of project management is conducting regular site visits. However, showing up at a project site without a plan can lead to missed details, inefficient use of time, and return trips. That’s why having a clear set of rules and guidelines for your site visits is essential for staying on track, maintaining clarity, and ultimately delivering a successful project.

Why Structured Site Visits Matter

With all the responsibilities that rehabbers and builders juggle, it's easy for site visits to become rushed and unproductive. We've all been there—returning to the office after a long day of site visits only to realize we forgot to measure for the next material order, check on a specific contractor's work, or take any reference photos. Now, you're faced with the inconvenience of an extra trip back to the project site, wasting time and slowing productivity. If you haven't noticed, the most unproductive time in this business often happens when you're traveling between projects.

Having a structured plan and process for your site visits ensures you don’t overlook important details or tasks. A good system also helps you plan ahead and document key information for future reference. By creating a rhythm for your site visits, you can reduce the overall time spent on-site while maximizing efficiency. The goal is to use these visits to push the project forward faster and minimize errors along the way.

Here are our top rules and guidelines to help you perform efficient and productive site visits.

Our Rules & Guidelines for Productive Site Visits

1. Use Running Notes

It doesn’t matter whether you prefer taking notes digitally or with pen and paper—the key is consistency. Always take notes the same way and in the same place each time. This habit ensures that all your notes are consolidated, making it easier to track progress and identify potential issues. Consistent note-taking also provides a clear record for later reference when performing office work or making decisions.

2. Take a Common Path Through the Site

Always follow the same path during each site visit. For example, start inside the house in the primary bedroom, and work your way through the rest of the space. This consistency helps you become more familiar with the site and allows you to notice changes or discrepancies more easily. The added benefit? This routine can double as your punchlist walk-through before the project is completed.

3. Take Pictures Every Visit

One of the most common mistakes is forgetting to take photos during site visits. Photos are invaluable—they allow you to track progress, communicate with your team, and reference specific issues when needed. Even if the site looks similar from one visit to the next, take pictures. You can never have too many, and they may save you from future miscommunications, mistakes, or unnecessary return trips.

4. Perform Material Take-Offs for the Next Two Weeks

Before leaving the site, check your project schedule and perform material take-offs for what will be needed over the next two weeks. This ensures that you stay ahead of the game, reducing the chances of delays or last-minute scrambles to order materials. By consistently updating your material needs, you’ll be prepared and minimize downtime due to missing supplies.

5. Contact Contractors and Suppliers Before Leaving the Site

Before driving away, make it a point to contact all necessary contractors, suppliers, or team members. Communicating on-site ensures that nothing gets forgotten or left out. Waiting until you’re back in the office could lead to delays or miscommunications, and some decisions are time-sensitive. Use this time to clarify any questions or provide instructions so that work can continue smoothly.

Additional Tasks to Consider During Site Visits

While your main goals during site visits are outlined above, it’s important not to forget the standard project management tasks you should perform on-site:

• Verify Site Safety Compliance: Make sure all safety protocols are being followed and that the site is up to code.
• Document Project Milestones: Keep a record of key milestones reached during your project to ensure you’re staying on schedule.
• Inspect for Quality Control: Check for the quality of work being completed, ensuring it meets your standards.
• Engage with the On-Site Team: Touch base with contractors and workers to address any concerns or ask for updates.
• Cross-Check with Original Plans: Make sure that what’s being built aligns with the original blueprints and designs.

Final Thoughts

Site visits are essential to keeping your rehabbing or construction project on track. By following these guidelines and incorporating them into your project management routine, you’ll find that your visits become more efficient, your communication improves, and the overall quality of your projects increases. Structured site visits will help ensure nothing is missed, leading to smoother projects and better results for your rehabbing or building business.