On a multi-day project across several buildings, “we’ll send a report when we’re done” is not good enough. Property managers need to know today what happened today — which units were completed, which could not be accessed, and what was found.
Daily Progress Updates
At the end of each working day your site contact receives: units completed that day by building, units that could not be accessed and why, any significant deficiencies discovered, and tomorrow’s planned building sequence. Nothing is a surprise at the end of the project.
Immediate Escalation on Serious Findings
Some findings should not wait for a report. A duct discharging into a ceiling void, an active bird nest in a roof termination, a dryer running with a failed thermal cutoff — these are flagged to your site contact the same hour we find them, with photographs.
The Access Exception List, Live
No-entry units are logged as they occur, with the date and time of each attempt. Your office can chase residents while the crew is still on site rather than discovering the gap after demobilisation. This is the single largest driver of first-pass completion rates.
The Full Report at 48 Hours
Within two working days of completion: per-building photo reports covering every unit before and after, exterior termination photographs, the deficiency log with locations, the airflow verification summary, the access exception list, and a dated completion certificate referencing NFPA 211.
Why This Matters
Your regional manager asks how the project is going. Your fire marshal asks whether the property has been serviced. A resident calls the office claiming their unit was skipped. Real-time reporting means you answer all three immediately, from records that exist right now rather than records that will exist next week.
See also: Photo Reporting