6 steps and 7 tips for successful site monitoring 2023

Site monitoring is at the heart of any construction project. It requires attention, rigor and organization. But how to manage the site monitoring? And above all, how to do it well? Find the main stages of a construction site and our best advice to optimize the monitoring of your construction sites.


What is site monitoring?

Site monitoring is an ongoing process that serves to control the proper execution of a project. It concerns the technical aspect as well as the human, material, financial or even security aspects.

The site monitoring mission starts from the beginning of the project and ends with the final delivery of the work.

A good follow-up of works aims to analyze and control the evolution of the project in order to ensure that the project is progressing correctly. It is divided into several stages.

Even if this task is generally the responsibility of the project managers, the other parties are also involved: works supervisors, site managers, craftsmen, subcontractors, etc.


Why manage site monitoring well?

Good site monitoring is essential to guarantee the success of your project. It allows in particular:

  • monitor progress in real time and optimize schedules;
  • ensure compliance with safety, health and environmental standards;
  • meet deadlines;
  • anticipate contingencies;
  • control costs;
  • to ensure the quality of construction;
  • promote collaboration between the various stakeholders.

By monitoring your sites in an optimal way, you will have better quality projects, better controlled expenses but also more satisfied customers!


The 6 steps of good site monitoring

Yes, but concretely, how to do it? Here are the steps to follow for a successful site follow-up.


1. Set up the site

First phase, you must obviously prepare the launch of your project and this step is anticipated.

The site installation phase corresponds in particular to the drafting of the Site Installation Plan (PIC). This document makes it possible to prepare the organization of the site and to provide all the necessary equipment and installations. Beyond the physical preparation of the site, the PIC is also essential to obtain all the administrative authorizations.

This step makes it possible to anticipate all the elements of the construction site in order to be able to start the project on a good and safe basis.


2. Establish schedules

To ensure coordination of the work, the second step is to plan the project. It is a time-consuming task but essential to the success of your construction.

Site schedules concern both labor and equipment or vehicles.

Depending on the scope of the work, the project is broken down into lots and then into tasks, which will be prioritized and organized over time, like a project management methodology. You can thus assign managers, teams, subcontractors to each batch and task. The typical example is to plan to have the necessary equipment delivered to a craftsman before he intervenes on the site so that he can start working. Without these materials, the site will be delayed.

The schedules also allow you to follow the progress of the construction site and quickly identify delays and deadlines. Your site schedules must be precise and legible in order to be usable by all stakeholders.


3. Organize the start-up meeting

The kick-off meeting kicks off the project. This is when all the stakeholders meet. The project manager presents the project and its main objectives. It also recalls the roles and missions of each.

It is important to communicate the date and time of the meeting early enough to ensure that all participants can be present.


4. Plan site visits

Other meetings and site visits take place throughout the project. These moments of meetings are essential to control and follow the progress of the construction site.

The site visits allow visual observation of the elements mentioned during the preliminary meeting. This makes it easier to identify faulty workmanship, defects and errors. It is also an opportunity to check that all security measures are correctly implemented.


5. Write a site report

After each meeting and site visit, you must write a site report.

This informative document is essential for the monitoring and progress of the construction site. It includes all the elements mentioned during the site meeting and the visit that follows. The project manager then communicates it to all stakeholders. Thus, all the actors of the construction site are aware of the progress of the construction site, of the possible delays or difficulties and of the plan. of shares.


6. Deliver the work

The work is finished, the site is tidied up and cleaned, here you are at the last stage of the project: the delivery of the work to the client. This step is the subject of a final meeting during which the client accepts the site.

The customer may make reservations which are then recorded in a report of acceptance of the work with reservations. Once the corrections have been made to the site, a new site delivery meeting takes place and a report for the lifting of reservations is drawn up.

In the absence of reservations or once they have been dealt with, the site is officially finished.


Who is in charge of site supervision?

As we have mentioned, it is mainly the project manager who is responsible for site monitoring. That said, all parties are involved and must in particular participate in site meetings.


7 tips for successfully monitoring your construction sites

Following the steps of a construction site as indicated above is one thing. But we share with you some additional advice so that your site monitoring is effective.


1. Determine all the necessary resources beforehand

During the preparatory phase of the construction site, you must identify and define all the resources necessary for the construction of the work. This is a task that requires your full attention.

Indeed, you must estimate the human, material and financial resources you need to finalize the project. By being the most precise and rigorous in your estimates, you avoid potentially significant waste of time and money. So don't be afraid to spend some time determining resources, it will pay off for the rest of the project.


2. Establish precise schedules

Same advice here: the planning of the construction site must be carried out conscientiously. Once the resources have been identified, you must coordinate them optimally. It is a question of juggling between the various constraints, while maximizing the exploitation of resources.

Accurate and well-organized schedules can save you a lot of time and money.

This is a time-consuming task but, if done well, it saves you a lot of trouble later on. So for optimized construction sites, take the time to prepare the schedules well!


3. Encourage communication

A construction project is above all a collaborative work. All stakeholders must work together to move the project forward.

To help them, your site must be a place conducive to exchanges and communication. Site meetings are an opportunity to communicate. But do not hesitate to be open to exchanges. This makes it possible to identify difficulties earlier and therefore to manage them more quickly. The key: less delays, better quality.


4. Regularly visit the site

Site visits are important to have a clear, precise and above all visual idea of the progress of the project at regular intervals. It is through site visits that you can really identify delays and errors. So be sure to visit the site periodically and involve stakeholders.

Small additional tip: you can take photos that you include in site reports in order to keep a visual record accessible by all.


5. Pay attention to safety standards

Compliance with safety and hygiene standards is sometimes neglected when one is preoccupied with other tasks. However, it is essential to be vigilant on all aspects relating to QHSE (quality, hygiene, safety, health).

Not only are you obliged to meet certain obligations. But also, neglecting these standards can lead to accidents, construction defects and delays. It is therefore in your best interest to pay due attention to it.


6. Do not neglect administrative management

Administration not your forte? Do you see this as a waste of time? And yet, a certain formalism can serve you on many levels.

By being well organized, the administrative management must flow from source and be rather considered as an aid to the follow-up of your construction sites. The best advice is not to wait until the last minute to manage administrative tasks: administrative forms, preparing meetings, writing minutes, etc.

Block slots in your calendar to make sure you can manage administrative tasks properly by spending the required time.


7. Use the right tools

Last tip: take advantage of the digitization of the construction sector to finally equip yourself with IT tools. Many practical, innovative and efficient solutions now exist to facilitate site monitoring. Equipped with many automations, technical features or even tools forcollaboration and communication, construction software is increasingly popular.


What tools should you use to monitor your construction sites?

To carry out good site monitoring, there is software dedicated to site monitoring which not only makes it possible to manage the administrative part, but also schedules, financial management or even quality and safety control.

As far as schedules are concerned, you can get started with a site schedule template. It is a free solution but still remains limited. If you manage large projects, large teams or complex schedules, we recommend site planning software to optimize your organization.

Are you a contractor? Look to specialized software for contractors. Very complete, they allow you to centralize all the information and all the management relating to your various projects.

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