September 6, 2017

Documentation Keeps You Covered


Why documenting everything is a good idea

When it comes to disputes, accidents or billing, there’s no such thing as “too much documentation.” To protect yourself, your company and your reputation, you should have a paper trail on every possible aspect of your business.

Not only will this ensure you’re covered, should anything happen, but it also helps create a more efficient and safer jobsite.

Adequate documentation provides you with these benefits:

  1. Ensures proper steps are followed — Every job requires tasks to be completed in a certain order. By documenting your procedures before you begin, you’re providing yourself, your employees and your customer with benchmarks to follow along, ensuring things are completed as promised.
  2. Encourages consistency — By creating a timetable and a manner each part of a project should adhere to, you automatically improve consistency. Each step in the process is clearly outlined and documented, making sure nothing is skipped or left out.
  3. Develop an accurate understanding of costs — Have you ever looked back at the end of a project and wondered why it cost so much? By tracking and documenting every aspect of a job, including labor, equipment, and materials, you won’t wonder anymore — you’ll know.
  4. Spot inefficiencies — Whether it’s redundant equipment, wasted labor or other unnecessary costs, good documentation will make it easy to spot areas where you’re bleeding money and take steps to address it.
  5. Improve safety — By tracking and logging accidents and near-accidents, you’ll be able to identify and control problems that are causing accidents. In addition to reducing OSHA paperwork on the backend, this will make your jobsite safer and save money.

The benefits of accurately recording everything that happens in your company and at your jobsites is readily apparent. But the more difficult question is: how do you do it? How can you log all the necessary information you need to protect your company and save money, without chaining yourself or your staff to a desk full-time? Luckily, you can put technology to work for you.

Telematics makes documentation a breeze

The Internet of Things has made smart devices the norm, rather than the exception. GPS trackers, engine sensors and remote diagnostics make it simple to gather (and compile) information with a few clicks of the mouse.

This data can be integrated with existing software for timesheets and invoicing to develop a clear picture of how everything works together, even at the most complex jobsites. And this has numerous benefits of its own, including:

  • Real-time data recording for up-to-date insights
  • Easy transmission to stakeholders
  • Complex information presented in an easy to read format
  • Irrefutable proof in case of conflicting information or unreliable eyewitnesses
  • An easy way to track down lost or misplaced equipment

EquipmentShare Track provides all of this functionality in one dashboard. Compatible with your existing software and available on any internet-connected device, it puts information and the documentation to back it up right at your fingertips. There’s really no better way to log your activity. And because Track makes it simple, there’s no reason not to.


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