Jobsite Management Check In: Best Practices To Maximize Efficiency
David Ward
CEO and Founder @ Safe Site Check In | Make Jobsite Management Easy(tm) | Mentor
The jobsite management benefits you get from digital check-in and attendance grows with data. Saving time and money doesn't have to be difficult. Use this guide to decide what benefits you want and what data is required to achieve those benefits. Then you can design & plan:
Jobsite Management Best Practices: Headcount and Check-in Time Data Only
Collecting simple headcount data without onboarding to capture identity and contact information may be the minimum bar for jobsite visibility. But there’s not much benefit.
Benefits/Grade/Comment:
Onsite/Remote Management C You only know how many showed up and when
Project Management F You don't know worker, subcontractor or task
Safety & Risk F No screening means no safety nor risk benefit
Security F Without onboarding you let everyone in
Cost Control F No duration onsite data for cost validation
Workforce Management F You won't know employer, certs, skills or legality
Project Software Updates F No integration; project plan updates all manual
Headcount, Check-in Plus Safety Screening
No matter how small or simple the project,? construction jobsite check-in should always perform safety screening.
Benefits/Grade/Comment:
Onsite/Remote Management C You only know how many showed up and when
Project Management F You don't know worker, subcontractor or task
Safety & Risk C Everyone gets site entry conditions, but no msgs
Security F Without onboarding you let everyone in
Cost Control F No duration onsite data for cost validation
Workforce Management F You won't know employer, certs, skills or legality
Project Software Updates F No integration; project plan updates all manual
Headcount, Safety Screening with Onboarding
Knowing the identity of who is on your jobsite steps up jobsite management benefits a lot. Figure out onboarding and you'll save.
Benefits/Grade/Comment:
Onsite/Remote Management B You now know who, how many, when
Project Management C You know who & when but not how long
Safety & Risk B You know who got site conditions and can msg
Security B You can restrict access and onboard visitors
Cost Control F No duration onsite data for cost validation
Workforce Management C You won't know employer, certs, skills, legality
Project Software Updates F No integration; project plan updates all manual
Headcount, Safety Screening, Onboarding and Check-out
Knowing how long workers were onsite amps up the cost control and several other benefits:
Benefits/Grade/Comment:
Onsite/Remote Management B+ You now know who, how many, when, how long
Project Management B You know who & when, how long
Safety & Risk B+ You know who got screened, can msg real time
Security B+ You can restrict access, onboard visitors, duration
Cost Control B Duration onsite data for hourly cost validation
Workforce Management C You won't know employer, certs, skills, legality
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Project Software Updates F No integration; project plan updates all manual
Headcount, Safety Screening, Onboarding, Check-out, Project Software
Project software integration saves project managers time performing manual updates. They no longer need to chase down Supers. And your project management software gets closer to being a "single source of project truth".
Benefits/Grade/Comment:
Onsite/Remote Management A Who, how many, when, how long in PM software
Project Management B+ You know who & when, how long
Safety & Risk B+ You know who got screened, can msg real time
Security B+ You can restrict access, onboard visitors, duration
Cost Control B Duration onsite data for hourly cost validation
Workforce Management C You won't know employer, certs, skills, legality
Project Software Updates A Project plan updates mostly automatically
Headcount, Safety Screening, Onboarding, Check-out, Project Software, Worker Profiles
Once you import worker profile data, you're close to maximizing all jobsite check-in benefits.
Benefits/Grade/Comment:
Onsite/Remote Management A Who, how many, when, how long in PM software
Project Management A You know who & when but not how long
Safety & Risk A You know who, skills, can msg real time
Security A You can restrict access, onboard visitors, skills
Cost Control B+ Duration + employer data for cost validation
Workforce Management A You know employer, certs, skills, legality
Project Software Updates A Project plan updates mostly automatically
Your Jobsite Check-in Best Practices
When using our product every jobsite should place a laminated QR coded poster at entrances. Most workers and visitors will check-in using their phone. When you customize your jobsite poster, include directives such as "Everybody Is Required to Check In" in English and Spanish, plus instructions on how to proceed if their phone is dead or malfunctioning.
At some jobsites, workers may be able to check-in faster using personal QR code badges, either on their phones or printed out. The experience is similar to boarding an airplane. A tablet is placed at the jobsite entrance to scan personal badges, or a supervisor can scan the badge using a phone. But even if you onboard workers with personal QR badges, you'll still want the jobsite poster for visitors.
Safety screening questions to ask
Your goal with screening is to confirm that your project's safety plan is being followed and documented. Best practice for any jobsite will include questions about safety ("do you have all required PPE") and health ("are you taking any medications, feeling well, etc.") and security ("are you bringing any personal tools onsite"). First time visitors should be quizzed on jobsite safety requirements, shown videos, or required to e-sign a waiver.
Best practice is to vary the screening questions over time, so that workers are required to pay attention and do not just respond robotically. This also allows you to vary the questions based on changing weather or other external conditions. And some safety managers will want to use distribute links to documents such as Safety Data Sheets concerning hazardous materials.
Onboarding process
The more data you can collect during onboarding, the greater your benefits and savings will be. You should be prepared to onboard either offsite before jobsite operations begins, or onsite. Products like ours can perform both.
The simplest onboarding will occur when first-time visitors arrive on site and scan the project's QR poster. They will supply their own identity and perhaps additional data this first time only. Most contractors will want supers or field engineers notified of first time arrivals to either validate onboarding or provide further direction.
Ideally, workers scheduled to join a project should onboard before work begins. That allows you to collect identity and worker profile data and validate the most valuable contact data -- names, email and phone numbers, specifically. Validating identity data later is much harder to do. Bad contact data will reduce confidence in your jobsite data, and you cannot badge workers unless you have their contact data.
Worker Profile Data
Worker profile data allows field managers to make better, safer and more productive task assignments. Profile data can also help with compliance and regulation: For example, to prove a worker is legally allowed to work, has a current license, union card, etc.
Check-in Compliance -- Getting Everyone to Follow the Rules
Most sites operate on the honor system: Even if everyone is required to check-in, it's not assured by having a super or field engineer stand at the entrance.
"Check-in or don't get paid" is inarguably the best motivator. It works well with subcontractors.?
But for hourly workers, even saying those words might put you on the wrong side of a labor dispute.
We believe that check-in based on a "trust but occasionally verify" system is better. For example, using our product:
Everyone that checks-in successfully receives a one-time QR code in green on their phone. Now and then, say monthly, superintendents should walk their jobsite and ask to see these green QR codes proving a successful check-in. If you are scanning badges, then supers can use the admin display to see who is checked-in at the site, and as they tour the site, confirm that all workers followed the protocol.
Summary - Jobsite Check-in Best Practices
When moving to paperless digital, every contractor wants to achieve the maximum benefit at least cost. Check-ins should be fast and easy, yet collect all the data valuable to your business. Basic attendance data is important, but benefits really pile up when you perform safety screening, check-outs, add workforce data and integrate with project management software.