Using the Site Diary Feature for Effective Workplace Management 📋

Using the Site Diary Feature for Effective Workplace Management 📋

In this video, I walk you through the site diary feature designed for administrators and supervisors to manage workplace sites effectively. This feature allows you to add diary entries that automatically include weather conditions, capture relevant events, delays, safety items, and issues, and assign them to the appropriate workers for acknowledgment. You can also upload photos and mark issues as complete once addressed. Remember, entries can be amended within seven days, and a PDF document is generated for your records. Please ensure you familiarize yourself with this tool to streamline our site management processes.


Site Diary Feature SOP

Objective

This SOP outlines the steps for administrators and supervisors to effectively use the site diary feature for capturing workplace information.

Key Steps

 

1. Accessing the Site Diary Feature 0:00

  • Log in as an administrator or supervisor.

  • Navigate to the site diary feature within the workplace management system.

 

2. Adding a Diary Entry 0:30

  • Click on 'Add Diary Entry'.

  • The system will automatically populate the weather conditions for the location.

 

3. Capturing Relevant Details 0:44

  • Enter details about the work being completed.

  • Document events such as:

    • Completed tasks

    • Variations

    • Delays

    • Safety items.

 

4. Adding Multiple Events 1:01

  • Continue to capture details for each event.

  • Upload relevant photos and any resources used (e.g., labor plans, equipment).

 

5. Raising Issues 1:12

  • Identify any issues that need to be addressed.

  • Specify the issue category (e.g., safety, quality).

  • Assign the issue to the relevant personnel.

 

6. Completing the Issue Report 1:35

  • Provide a description of the issue and set a due date.

  • Upload any supporting photos.

  • Submit the issue for acknowledgment by the assigned worker.

 

7. Acknowledging Issues 2:18

  • Assigned workers will receive notifications of the issues.

  • They must acknowledge and agree to the issues raised.

 

8. Marking Issues as Complete 2:29

  • Once resolved, the assigned worker can mark the issue as complete.

 

9. Amending Diary Entries 2:39

  • Diary entries can be amended within seven days of creation.

 

10. Generating PDF Document 2:48

  • After entries are made, a PDF document of the diary entry will be generated.

Cautionary Notes

  • Ensure all entries are accurate and complete before submission.

  • Be mindful of the seven-day amendment window for diary entries.

Tips for Efficiency

  • Regularly check for any outstanding issues that need to be addressed.

  • Use clear and concise language when documenting events and issues.

  • Take photos that clearly illustrate the situation or issue for better understanding.


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