One way of reporting, across every site

The situation

Sashvat Group runs work across more than one site at a time, and each site was reporting in its own way. Progress arrived by phone call, material movement was written down wherever was convenient, and photographs sat in whichever chat thread they were posted to.

Nothing was missing exactly, but nothing was in one place either. The office spent the first part of each day rebuilding the picture rather than reading it, and a question about any given site usually meant calling someone to ask.

What they did

They standardised the record instead of the reporting habit, so the same information arrives from every site whether or not anyone chases it.

• Every site fills the same daily worksheet, so progress is comparable across sites rather than described differently by each one.
• Material issued to a site is booked against that site, so what was sent and what was used reconcile against each other.
• Site photographs and drawings attach to the project they belong to instead of living in a chat thread.
• Approvals follow a set route, so a pending item is visible as pending rather than forgotten.
• The office reads current status from one dashboard instead of assembling it from calls.

The result

The daily rebuild stopped. Site status is answerable from the record on any given day, the same question gets the same answer whoever asks it, and the people on site and the people accountable for the work are looking at one version of it.