Quality Assurance - How accurate is your documentation?

Robust supervision and training of staff will help them to understand the significance of accurate documentation. Organisations should not lose sight of this, particularly in the current economic climate

Source:www.anarsolutions.com

In previous articles I have discussed the importance of drawings and the consequences that are likely to occur in a construction project if they contain inaccuracies or omissions. Drawings are one of the main components of tender documents, however, as important as they are, they are only a single component of the documentation. Drawings must reflect precisely the detail contained in the specification, and vice versa.  Any conflict between the two will lead to confusion from contractors during the tender period, (assuming that the contractors have read the documentation fully, which does not always happen!), and possibly disputes on site when the selected contractor realises any inconsistency. This can then lead to an embarrassing explanation to the Client, particularly if the contractor tries to claim that his tender price did not include for the inconsistency and ultimately in a dispute for which the Consultant may be held accountable.

Consequently, the process of preparing tender documentation and in fact any documentation that is to leave the office, should be undertaken with care and attention, with organisations having robust quality assurance processes to ensure that the documentation is checked at various stages. Junior and new members of staff need to be trained and supervised throughout the whole process so that they understand the significance of preparing tender documentation and that each component cannot and should not be prepared in isolation. Experienced and senior members of staff should not be excluded from the quality assurance process as they too are likely to make errors or omissions. The point is that through the supervision and quality assurance processes, any errors or omissions are identified before the documentation leaves the office.

Source: builtintelligence.com

In today's challenging environment where profit margins are tight and staffing levels have been squeezed, it would be very easy to allow documentation to be issued as a result of sometimes poor or non existing supervision and quality assurance procedures. One of my former organisation's quality assurance procedures was that no documentation could leave the office until it has been signed off by a senior manager. I can remember many days when members of staff would pile drawings, specifications and all sorts of other documentation onto my desk for checking. Now considering I still had my own workload, reading through and checking all of this documentation was challenging, however because I was signing the  information off I had to take the time too look at it properly, which often meant working long hours, or taking work home. I am sure many reading this article will understand, having been in similar situations themselves. Although it was sometime tempting to skim read documentation and drawings I was always aware of the implications to my organisation and to me personally, if inaccurate documentation was issued. Inevitably, errors in signed off documentation would sometimes be identified, however by adopting robust procedures we kept this to a minimum, and after all we are only human and we will sometimes miss something.

Those who prepare the documentation often do not appreciate the time that is necessary to read through and check what they have produced. In some circumstances members of staff would bring documentation to me for checking and expect me to look at it, there and then and sign it off immediately, because of an imminent deadline (mostly down to their own poor time management!). This is where mistakes can be made, and any organisation that works in this way or allows this to happen, even in isolated cases, are likely to keep their solicitors very busy! Organisations must have clear policies in place so that everyone understands and complies with quality assurance procedures and also has respect for the time of those who will be checking it.

As stated previously robust supervision and training of staff will help everyone (not just technical members of staff), to understand the significance of accurate documentation. Organisations should not lose sight of this, particularly in the current economic climate. Client's are much more likely to cultivate relationships with those who they feel confident will deliver a project effectively and in a professionally manner. Allowing inaccurate documentation to leave your office is not professional and gives a very negative impression. There is a lot of competition out there and it will not take long to sour a relationship, 'you're only as good as your last project', comes to mind, so ignore this at your peril.

Above, I have used the example of tender documentation, as from experience I know the problems that can result from in inconsistencies in documentation. Tender documentation is a topic I will cover in more detail in a future article.

Please feel free to share this article and other articles on this site with friends, family and colleagues who you think would be interested

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog

Internal measured surveys - You have to draw the line somewhere!

Errors or omissions in a drawing can result in serious consequences which can manifest themselves into confusion and disagreement, delays, additional costs and ultimately disputes. These problems can be avoided by ensuring that those who undertake measured surveys are adequately trained and supervised.

Source: www.easyplanbirminghamsouth.co.uk

Drawings are arguably the most effective form of communication within a construction project and are used at all stages.  It is therefore fundamentally important that all of those who are responsible for taking measurements and preparing drawings understand the significance of what they are doing. The 'life' of a drawing will be developed throughout a project and will vary depending upon the complexity and type of project.  For example concept drawings may be required, which can then become initial design drawings, followed by detailed design drawings.  From this stage the drawings could then be developed into construction drawings and used for tendering and also contract drawings.  Eventually, the drawings will become 'as built' and will be included into a Health & Safety File, a requirement under the Construction (Design & Management) Regulations 2015. The above examples of where drawings could be used in a construction project is not exhaustive, however demonstrates their importance.

Errors or omissions in a drawing can result in serious consequences which can manifest themselves into confusion and disagreement, delays, additional costs and ultimately disputes.  These problems can be avoided by ensuring that those who undertake measured surveys are adequately trained and supervised.  It would be very unwise to assume that undertaking a measured survey is a simple process and a skill that everyone should naturally have.  This is because buildings differ significantly in size, construction and form and the amount of information needed will vary depending on the scope of the project. One thing however that is for certain is that undertaking a measured survey is far more than just obtaining dimensions! A common issues I often found with my surveyors when undertaking an internal measured survey would be that they would sometimes miss key information such as floor to ceiling heights, window cill height, joist direction, services intake of a building, diagonal check measurements and sometimes even forgetting to note wall construction. If a re-visit is necessary to collect missing information then this will be a cost to the business and can impact on profitability.

Source: www.puresurvey.co.uk

It is important that the right measuring equipment is taken and used. This will include a folding measure and 5 or 10 metre steel tape (or both) for measuring shorter distances and 25 metre tape and a trundle wheel for measuring longer distances.  Nowadays a digital measure will also be taken which can also be used to obtain, rooms sizes (sqm) as well as single dimension measurements.  When using measuring equipment the 'Surveyor' should be fully aware of the limitations of the equipment and also have an appreciation of distance to be able to discern whether digital dimension are accurate or not.  This is because inaccurate readings can be obtained from a digital measure when the laser comes into contact with reflective surfaces or glass.  If the Surveyor was to write down the measurement without asking themselves if the reading is reasonable, they will have problems when they return to the office and start to prepare their drawings.

Whilst undertaking a measured survey on site the Surveyor must appreciate that either they, or maybe somebody else like an Architectural Technologist will have to interpret the information that has been collected on site in order to prepare the drawings.  Many times I have witnessed Surveyors and Technologists look with complete dismay at a piece of paper in the office that has been given to them by someone who has undertaken a measured survey.  This is because what they are looking at is a rain drenched, smudged, excuse for a drawing that is so 'busy' with lines, dimensions and other information that it is difficult to tell the difference between each!, and they are expected to produce an accurate drawing from this!

To help minimise omissions and errors in drawings there are some simple basic techniques that can be very useful when undertaking measured surveys.  Firstly, I always advised my Surveyors to draw the building footprint (in pencil) first, before taking any dimensions, The pencil could then be overdrawn in pen later.  This would ensure that the drawing was well proportioned and avoid 'squashing' information into a small corner of a piece of paper, because there is no room left on the sheet, toward the end of the survey.  Next, use different colour pens for recording information.  It is much easier to interpret a drawing if say the building outline is in black, dimensions are in red, construction details are in green, sockets, switches and radiators are in blue etc.  Next, when using measuring tapes particularly for longer distances, ensure that there are no twists in the tape and that it is a tight as possible to avoid deflection.  Surveyors must also ensure that dimensions are taken at the same height.  For example is one Surveyor is holding the tape just above the skirting board and at the other end the Surveyor is holding the tape half way up the wall this could result in a significant inaccuracy in a single dimension.

The importance of a comprehensive and accurate measured survey cannot be understated, which can only be achieved through appropriate training and supervision.  Organisations should ignore this at their peril!

Please feel free to share this article and other articles on this site with friends, family and colleagues who you think would be interested

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.

The Importance of having a Written Contract for Household Building Work

Hindsight is a wonderful thing and it is usually only after a dispute has occurred that a householder will reflect on why they did not enter into a written contract in the first place. By this point however it is usually too late!

Source: http://www.thehomeguru.net/

In general terms we are very trusting folk here in the UK and we often rely on good will as well as blind hope, in the expectation that work being undertaken to our homes will be done to a high quality, within agreed costs and without any problems.  In an ideal World this would no doubt be the case, however the reality is very different.  TV shows such as Rogue Traders, Cowboy Builders and the like highlight some rather stark examples where the initial excitement of building works have quickly evaporated and been replaced with anger, stress and worry, as the relationship between a building contractor and householders turns soar. I published an article about this time last year (link), which provided some practical suggestions of how a householder can avoid this scenario happening to them.  One of the suggestions I made within the article was to ensure that everything was recorded in writing (I mainly focussed on costs), however for this article I want to consider a more formal arrangement, such as the use of a written contract.

If a householder requires work undertaking within their homes, a usual first port of call would be a telephone conversation with a building contractor, followed by a visit.  During the visit the householder will outline what works they propose and the building contractor will give an initial assessment and invariably the conversation will come around to costs.  Very rarely, particularly at this point will the issue of a written contract be considered and in fact it is likely that the vast majority of works carried out within UK households, are completed without any written contract at all. Even in the absence of a written contract, a householder can enter in to a legally binding verbal contact with a building contractor, however, as you would imagine, in the event of a dispute, it will be much more difficult for either party to prove that particular terms and conditions were discussed and agreed. 

Source: http://easyplanbuildingsolutions.co.uk/

It therefore seems to make sense for householders and building contractors to enter into a written contractual agreement, which will clearly set out the various terms and conditions that they agree, but crucially however provide written evidence of the agreement.  Through the UK doctrine of freedom of contract, both parties are free to enter into whatever terms and conditions they want, without interference from the courts.  These terms and conditions could be written in whatever detail and format both parties are comfortable with and can range in complexity from a single sheet of A4 paper to a standard form of contract such as a Homeowner Contract or a Minor Works Contract.  There are many other standard forms of contract available, however, the nature and complexity of the vast majority of householder’s works will not require anything more complex than those contract types indicated above. Standard forms of contract can be ordered on line and vary in costs depending upon the selected contract.  For example a householder can purchase a JCT Homeowners Contract at a cost of around £20 (link), which given the disputes and costs that can be avoided is money extremely well spend.  These types of contract are written in a very understandable way so you do not need to be an expert in order to use them.  Also, standard forms of contract allow for adding and deleting of clauses, sections and words as deemed necessary by each party, prior to signature.  Just remember to undertake amendments carefully, as once the contract is signed, both parties are legally bound by the terms.

In the event that a dispute arises during or even after the works have been completed both parties can refer to the written contract to help them to resolve the dispute.  All too often disputes occur and indeed escalate because there is a difference of opinion about ‘what was said’, or ‘what was agreed’.  A simple written contract can therefore set out terms for costs, payment dates (and amounts), timeframes. More detailed contracts will stipulate procedures for variations, dispute resolution, insurance provisions, procedures for termination etc. Without a written contract both parties are exposing themselves to unnecessary risk and uncertainty should a dispute arise. This is something that householders often choose to ignore when undertaking building works in their homes, possibly as a result of lack of awareness, possibly ignorance, possibly not wanting to be viewed as ‘unfriendly’ by the building contractor and even possibly just plain acceptance that there just will not be a written contract.  Hindsight is a wonderful thing and it is usually only after a dispute has occurred that a householder will reflect on why they did not enter into a written contract in the first place. By this point however it is too late!

The lesson here therefore has to be that once a householder discusses work (and costs) with a building contractor, they should ensure that they also make the building contractor aware that they plan to ask them to sign a written contract prior to the works commencing.  In order for this to happen the householder should be satisfied with the scope of work proposed, the timeframe suggested and of course the overall cost of the works, are what they expect and therefore what they are prepared to agree too.  This may require a number of weeks (possibly longer) of negotiation between both parties in order for them to arrive at mutually agreeable terms.  Once this happens both parties will understand what is expected of them and this will help to eliminate any uncertainty.  This in turn will reduce the possibility of disputes occurring and in any event, will provide a way of dealing with disputes should they arise.  If you are a householder planning an extension or a refurbishment or in fact any other building works to your home, in the immediate or near future it is worth taking the time to prepare and negotiate a written contract with your building contractor prior to works commencing for all of the reasons discussed above.

Please feel free to share this article and other articles on this site with friends, family and colleagues who you think would be interested

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.

E-mail – Beware! - Once You Press Send - You Can’t Amend!

The content of an email will tell the recipient a great deal about the individual who sent it, the organisation they work for and also act as barometer for measuring competence and professionalism of both. Therefore a swiftly drafted email with spelling mistakes, other grammatical errors and poorly worded sentences will undoubtedly not inspire a Client to have confidence in other services you may be providing for them.



Source: Google Images

How many times have you pressed ‘send’ on an email, then immediately had that sinking feeling when you realise that you have included something that is incorrect or of a sensitive nature or you have send it to someone you shouldn’t?  In the professional world this can often lead to embarrassing situations, damage to reputations, loss of work, or ultimately legal action. Nowadays many of us both use and rely upon email as the main form of correspondence in our professional lives.  This is because it is instant.  Technology means that we no longer have to hand write things, proof read and amend, put them in an envelope, add a stamp and post, and then wait a day or two for it to be delivered to our recipient.  All we need to do now is type a new email as quickly as we can or reply to an e-mail we receive, press send and job done!  Sounds easy and indeed it is easy, however this high speed approach also comes with a high element of risk.

Whilst working in professional practice I can remember numerous occasions when I was under pressure to meet deadlines or respond to clients or to deal with staff related issues. I also remember feeling that there was just not enough hours in the day to meet all of these demands.  It was always at these very moments that a little message would flash up in the bottom right hand corner of my screen and I would catch a brief glimpse of the sender and the first line of a new email before it would fade away.  I would sometimes know, just by either the sender or the short text that the content was not going to be good, so then I had the dilemma of either opening it immediately, or ignoring it until I had finished dealing with the latest crisis!  Many of you will know that the second you open an email, your plans for the day can change in an instant.  Just a few moments ago, what you considered as a priority or urgent suddenly seems less so because the email you have just opened presents you with a whole new situation or set of circumstances that must be dealt with now!  This really sums up how we often become slaves to email, and how we also let email dictate our lives, rather than use it in a more appropriate and positive way.

Source: Google Images

As we are considering correspondence in the professional world, the content of an email received will tell the recipient a great deal about the individual who sent it, the organisation they work for and also act as barometer for measuring competence and professionalism of both.  Therefore a swiftly drafted email with spelling mistakes, other grammatical errors and poorly worded sentences will undoubtedly not inspire a Client to have confidence in other services you may be providing for them. Robust quality assurance of all communication that leaves the office is a fundamental part for most successful organisations.  Letter, drawings and most hard copy communications are much easier to control and these procedures usually require hard copy correspondence to be ‘signed off’ or at least checked by a more senior member of staff, before they leave the office.  Email is much harder to control, as all staff members will have an individual account and will be free to receive and send emails as often as they want.  In most cases there will be no quality assurance procedure for this form of communication and this could prove to be an ‘Achilles heel’ if incorrect advice or information is given via email.  
  

Although most organisations will have an email policy, I wonder if questioned, how many of their staff will have read the policy, or indeed how many will know that one existed?  Typical wording in an email policy will state: ‘It is strictly prohibited to send or forward emails containing libellous, defamatory, offensive, racist or obscene remarks’, the wording generally covers the content of an email, but does not consider the quality.  So what can an organisation do to monitor and control the quality of an email before it leaves the office?  Well, this is obviously not easy, however if staff are ‘educated’ to adopt a number of good practices when drafting emails then quality is likely to improve and problems are likely to reduce.  Below I offer a few suggestions which may help: 

Never respond to an emotive email immediately – Sometimes it is very tempting to response to an aggressive or emotive email instantly, and ‘give it to them with both barrels’. This however is a very dangerous approach and one on reflection in the cold light of day you may regret.  Always be professional! Take a few moments to calm yourself down and then respond appropriately. 

Write well-structured emails and use short, descriptive subjects  - Emails should not be lengthy.  If the email starts to grow as you are writing it, then consider whether a letter may be a better option, one that you can attach to an email if urgent.  This again is about taking a professional approach in everything you do. 

Always check your grammar and use a spell checker before you send out an email - It is so important to check grammar and spelling because a simple mistake can change the tone or indeed the content of an email. Also, spelling mistakes are lazy and unnecessary and leave a lasting negative impression. Ask yourself what you think about someone who has sent you an email with poor grammar and spelling mistakes all over it.  Always take the time to read through your email before you press send. 

Attachments – Make sure you do not send unnecessary or the wrong attachments with you email.  How many times have you received an email, quickly followed by another email stating ‘here is the attachment’? For certain documents you may want to consider converting to PDF format before attaching them to your email.  This will ensure that there is no doubt about the content of the attachment and removes the opportunity for amendments to be made by the recipient.



Ensure that the email is sent to the correct recipients - The content of some emails may be private and confidential or of a sensitive nature.  In these instances perhaps email is not the most appropriate form of communication. If however email is used it is imperative that it is sent to the correct recipients.  When someone is busy or even stressed, it is very easy to not pay attention to who the email is being sent too and this can cause serious problems..  Always take the time to review the content of the email including who it is being sent too.



Source: Google Images



In the hectic world that we live in we are expected to communicate/respond instantly. It is clear that email is an important and effective way of communicating in the professional world, however it does have its risks, which all start from the moment an email is drafted.  This is worth thinking about because you can amend a draft email as many times as you want, but the moment you press send, you lose the opportunity to amend!

  

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.





Schedules of Condition - A picture paints a thousand words

The initial cost of a schedule of condition will often be significantly lower than the savings that are likely to be made at the end of a lease term, which actually makes a schedule of condition extremely good value for money!

The value of a schedule of condition is often underestimated and regularly seen by tenants as an additional extra that they can afford to do without.   A recent survey of landlords confirmed this (click on the link below for the full article):

"Clear documentary evidence on the condition of the property is critical in order to overcome, for example, differing expectations of what constitutes clean... 

 Many landlords in the LetYourProperty.tv poll said they were worried about professional inventories (Schedules of Condition) being too costly, even though this may not be the case"                                                                                          

                                                                       Source: Stride Independent Insurance Specialists

It is interesting that the article refers to 'inventories', because this is what a schedule of condition actually is and not the detailed description and analysis of defects which many assume to be the case. This is not helped by the many consultants who incorrectly define the purpose of a schedule of condition on their websites and other marketing literature.  For the purposes of clarity, a schedule of condition is a photographic and textual record of a building/structure/piece of land at a defined moment in time, a snapshot if you like.  It's main purpose is to provide a record of historical evidence that can be used to limit liability in the event that a landlord may be claiming that a tenant has damaged a building.  Through the schedule of condition the tenant then may be able to prove that the damage already existed and therefore limit their dilapidation's liability.  In these situations the initial cost of a schedule of condition will often be significantly lower than the savings that are likely to be made at the end of a lease term, which actually makes them extremely good value for money!

If a more intrusive survey is required to consider and advise on the condition of a building then a building survey or a structural survey may be necessary.  These types of surveys will provide much more that a description and photographs, and will actually give a detailed analysis of the defects within a building together with an explanation of the probable cause, recommended remedial advice and if required a budget cost estimate for the remedial works.  There  are many different types of surveys that can be undertaken and it is important that professional advisers clarify the brief with their clients to ensure that they are providing the right type of survey.  

Although schedules of condition are commonly associated with commercial leases, there are other situations in which they will be used.  For example, where any proposed work may have a detrimental effect on adjacent structures or land.  A common example of this is works that fall under the scope of the Party Wall etc. Act 1996.  Any work to a party wall or an adjacent excavation within three (or six) metres and below the level of the existing buildings foundations has the potential to cause significant damage.  If a schedule of condition is prepared, before works commence, then adjoining owners cannot make exaggerated claims for damage if the schedule of condition shows that the damage was there before the works commenced.  Even if it is established that works do not fall under the scope of the Party Wall Act, it still may be advisable to prepare a schedule of condition if adjacent buildings are in a particularly poor state of repair, where there are 'sensitive neighbours' or where works are of a particularly risky nature.  

Compared to other types of inspections/surveys schedules of conditions were relatively easy to prepare, because all I was really doing was describing what I saw.  There was no requirement to provide detailed analysis or advice and this sometimes gave welcome relief from the more intense types of inspection that I would carry out.  To be effective a schedule of condition must be prepared professionally (accurate descriptions and good quality photographs), and at the right time.  Therefore, the schedule would be prepared and attached to the lease and signed by both the landlord and the tenant or their representatives.

If you are a tenant who thinks that a schedule of condition is something you can do without then think again and consider the long term value that this will provide.  This advice is not exclusive to commercial tenants, but also to residential tenants including short term tenancies such as student lets.  It would be much more difficult for a landlord to withhold a deposit if you can prove that the damage being claimed existed prior to your occupation!

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.

Quality Assurance - How accurate is your documentation?

Robust supervision and training of staff will help them to understand the significance of accurate documentation. Organisations should not lose sight of this, particularly in the current economic climate.

Source: http://www.pm-primer.com

In a recent article I discussed the importance of drawings and the consequences that are likely to occur in a construction project if they contain inaccuracies or omissions.  Drawings are one of the main components of tender documents, however, as important as they are, they are only a single component of the documentation. 

Drawings must reflect precisely the detail contained in the specification, and vice versa.  Any conflict between the two will lead to confusion from Contractors during the tender period, (assuming that the Contractors have read the documentation fully, which does not always happen!), and possibly disputes on site when the selected Contractor realises any inconsistency.  This can then lead to an embarrassing explanation to the Client, particularly if the Contractor tries to claim that his tender price did not include for the inconsistency and ultimately results in a dispute for which the Consultant is likely to be held accountable.

Consequently, the process of preparing tender documentation and in fact any documentation that is to leave the office, should be undertaken with care and attention, with organisations having robust quality assurance processes to ensure that the documentation is checked at various stages. Junior and new members of staff need to be trained and supervised throughout the whole process so that they understand the significance of preparing tender documentation and that each component cannot and should not be prepared in isolation.  Experienced and senior members of staff should not be excluded from the quality assurance process as they too are likely to make errors or omissions.  The point is that through the supervision and quality assurance processes, any errors or omissions are identified before the documentation leaves the office.

In today's challenging environment where profit margins are tight and staffing levels have been squeezed, it would be very easy to allow documentation to be issued as a result of sometimes poor or non existing supervision and quality assurance procedures. One of my former organisation's quality assurance procedures was that no documentation could leave the office until it has been signed off by a senior manager. I can remember many days when members of staff would pile drawings, specifications and all sorts of other documentation onto my desk for checking.  Now considering I still had my own workload, reading through and checking all of this documentation was challenging, however because I was signing the information off I had to take the time too look at it properly, which often meant working long hours, or taking work home. I am sure many reading this article will understand, having been in similar situations themselves. Although it was sometimes tempting to skim read documentation and drawings I was always aware of the implications, to my organisation and personally, if inaccurate documentation was issued.   Inevitably, errors in signed off documentation would sometimes be identified, however by adopting robust procedures we kept this to a minimum, and after all we are only human and we will sometimes miss something.

Those who prepare the documentation often do not appreciate the time that is necessary to read through and check what they have produced.  In some circumstances members of staff would bring documentation to me for checking and expect me to look at it, there and then and sign it off immediately, because of an imminent deadline (often down to their own poor time management!).  This is where mistakes can be made, and any organisation that works in this way or allows this to happen, even in isolated cases, are likely to keep their solicitors very busy! Organisations must have clear policies in place so that everyone understands and complies with quality assurance procedures and also has respect for the time of those who will be checking it.

As stated previously robust supervision and training of staff will help everyone (not just technical members of staff), to understand the significance of accurate documentation. Organisations should not lose sight of this, particularly in the current economic climate.  Client's are much more likely to cultivate relationships with those who they feel confident will deliver a project effectively and in a professionally manner.  Allowing inaccurate documentation to leave your office is not professional and gives a very negative impression.  There is a lot of competition out there and it will not take long to sour a relationship,  'youre only as good as your last project', comes to mind, so ignore this at your peril.

Above, I have used the example of tender documentation, as from experience I know the problems that can result from in inconsistencies in documentation. Tender documentation is a topic I will cover in more detail in a future article.


Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.

You have to draw the line somewhere! - Internal measured surveys

Errors or omissions in a drawing can result in serious consequences which can manifest themselves into confusion and disagreement, delays, additional costs and ultimately disputes.  These problems can be avoided by ensuring that those who undertake measured surveys are adequately trained and supervised. 

Source:http://basebc.co.uk/Building-Survey-Services

Drawings are arguably the most effective form of communication within a construction project and are used at all stages.  It is therefore fundamentally important that all of those who are responsible for taking measurements and preparing drawings understand the significance of what they are doing.  The 'life' of a drawing will be developed throughout a project and will vary depending upon the complexity and type of project.  For example concept drawings may be required, which can then become initial design drawings, followed by detailed design drawings.  From this stage the drawings could then be developed into construction drawings and used for tendering and also contract drawings.  Eventually, the drawings will become 'as built' and will be included into a Health & Safety File, a requirement under the Construction (Design & Management) Regulations 2007. The above examples of where drawings could be used in a construction project is not exhaustive, however demonstrates their importance.

Errors or omissions in a drawing can result in serious consequences which can manifest themselves into confusion and disagreement, delays, additional costs and ultimately disputes.  These problems can be avoided by ensuring that those who undertake measured surveys are adequately trained and supervised.  It would be very unwise to assume that undertaking a measured survey is a simple process and a skill that everyone should naturally have.  This is because buildings differ significantly in size, construction and form and the amount of information needed will vary depending on the scope of the project. One thing however that is for certain is that undertaking a measured survey is far more than just obtaining dimensions! A common issues I often found with my surveyors when undertaking an internal measured survey would be that they would sometimes miss key information such as floor to ceiling heights, window cill height, joist direction, services intake of a building, diagonal check measurements and sometimes even forgetting to note wall construction. If a re-visit is necessary to collect missing information then this will be a cost to the business and can impact on profitability.

It is important that the right measuring equipment is taken and used. This will include a folding measure and 5 or 10 metre steel tape (or both) for measuring shorter distances and 25 metre tape and a trundle wheel for measuring longer distances.  Nowadays a digital measure will also be taken which can also be used  to obtain, rooms sizes (sqm) as well as single dimension measurements.  When using measuring equipment the 'Surveyor' should be fully aware of the limitations of the equipment and also have an appreciation of distance to be able to discern whether digital dimension are accurate or not.  This is because inaccurate readings can be obtained from a digital measure when the laser comes into contact with reflective surfaces or glass.  If the Surveyor was to write down the measurement without asking themselves if the reading is reasonable, they will have problems when they return to the office and start to prepare their drawings.

Whilst undertaking a measured survey on site the Surveyor must appreciate that either they, or maybe somebody else like an Architectural Technologist will have to interpret the information that has been collected on site in order to prepare the drawings.  Many times I have witnessed Surveyors and Technologists look with complete dismay at a piece of paper in the office that has been given to them by someone who has undertaken a measured survey.  This is because what they are looking at is a rain drenched, smudged, excuse for a drawing that is so 'busy' with lines, dimensions and other information that it is difficult to tell the difference between each!, and they are expected to produce an accurate drawing from this!

To help minimise omissions and errors in drawings there are some simple basic techniques that can be very useful when undertaking measured surveys.  Firstly, I always advised my Surveyors to draw the building footprint (in pencil) first, before taking any dimensions, The pencil could then be overdrawn in pen later.  This would ensure that the drawing was well proportioned and avoid 'squashing' information into a small corner of a piece of paper, because there is no room left on the sheet, toward the end of the survey.  Next, use different colour pens for recording information.  It is much easier to interpret a drawing if say the building outline is in black, dimensions are in red, construction details are in green, sockets, switches and radiators are in blue etc.  Next, when using measuring tapes particularly for longer distances, ensure that there are no twists in the tape and that it is a tight as possible to avoid deflection.  Surveyors must also ensure that dimensions are taken at the same height.  For example is one Surveyor is holding the tape just above the skirting board and at the other end the Surveyor is holding the tape half way up the wall this could result in a significant inaccuracy in a single dimension.

The importance of a comprehensive and accurate measured survey cannot be understated, which can only be achieved through appropriate training and supervision.  Organisations should ignore this at their peril!

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