Feb 11, 2013 8:46 am
Just wanted to ask how people keep track of their paperwork. Just beginning the process and was wondering if anyone has struck organizational gold and wants to share their tips.
I was thinking a notebook for ideas/communication log and a folder for paperwork.
Colours - 6/13
Tender & Contract - 7/13
Title - 12/5/14
Scrape - 29/5/14
Frame complete - 20/6/14
Re: How do you organize your paperwork/notes/ideas etc.?2
Feb 11, 2013 9:06 am
Get a two ring binder - large. Get a set of alpha index sheets - thin cardboard - and label them - prefer those with a tag sticking out. Then buy a host of plastic sleeves to hold documents.
Start off with basic papers - ie "Introductory Talk - Contacts" / then maybe "Contracts" / then "Ongoing Discussions/Changes" / "Payments" etc etc.
You want a binder that is easy to carry - but big enough for quite a few papers. Two ring maybe - or 3. Sturdy cover etc.
Then keep the records in it - NOT all over the place.
Your builder may actually give you something similar - but your binder can still be of use for your stuff. Its amazing how often you'll need to refer to various issues so you need to have it indexed properly and easy to access.
PLUS - have a notebook to take to meetings - jot down ideas AND what builder says. Keep all your notes in it - not on bits of paper. Keep handy and always use it for your build.
Re: How do you organize your paperwork/notes/ideas etc.?3
Feb 11, 2013 2:46 pm
Our build thread: https://forum.homeone.com.au/viewtopic.php?f=31&t=60755
Re: How do you organize your paperwork/notes/ideas etc.?4
Feb 11, 2013 3:47 pm
I have a couple of display folders which have printouts and handouts in them, along with a few scribbled on notes. Most of my 'working info' is on my computer - I have a word document which has headers for each room and few more like 'externals' and 'internals' for stuff that isn't room specific. I just free-form my thoughts into the relevant section, and drop in the occasional picture. Saved in a corresponding location to the word doc is a bunch of image files and PDFs, everything from downloaded window specs to crappy paint sketches of ideas. The key is to have a small number of relevant folders and then name the files inside them logically. Don't just save something somewhere random (or shove everything into just one folder either) with the default name - rename every file to a file name you can recognise.
Actually, I have three display folders. One for land, one for the house plan I'm 99% sure I'll build and one for 'backup house plans'. Always always ALWAYS put every bit of paper and notes you make with all the rest. That's even more important than putting it in order (at least for me) since I can always pull it apart and reorder it but I can't magically get a stray bit of paper with critical notes on it back from the rubbish truck. I have added a couple of zip-pocket things to my folders for things like paint chips and laminex samples. I'll probably work out a box or bag later on when I have larger samples to cart around too.
Land settled May '14. Building the PD Hoffman39: 5/11=site start, 13/11=slab pour, 26/11=frame complete, 10/12=roof on, 12/12=bricking started.
Re: How do you organize your paperwork/notes/ideas etc.?5
Feb 11, 2013 7:00 pm
What joles said... My folder was my Bible during our build. I had sections for tender & contracts, one for post-contract variations, one for correspondence (it's uber-important to have copies of EVERY letter, email etc sent or received), one for colour selections, one for electrical selections, and a heap of others that I can't recall now. Just organise it into sections that make sense to you, so you'll be able to quickly lay your hands on anything you need during the build at a minute's notice.
If you discuss and agree to anything with your builder or a contractor by phone, follow it up immediately with an email detailing what was agreed to (including completion dates if relevant) and request confirmation by return email, so you have a written record of it. Changes of staff, poor record-keeping etc can lead to a lot of argument over verbal agreements.
You might want to start a second folder for all the things you have to organise during or immediately after the build that aren't provided by the builder, like fencing, floor coverings, window coverings, concreting, and other extras. Keep your lists of contractors or suppliers you plan to contact and file quotes, receipts and correspondence as soon as you get them so you always know where they are.
Built PD Bridgeport 35; moved in December 2008.
Moving on up
Re: How do you organize your paperwork/notes/ideas etc.?6
Feb 23, 2013 7:11 am
We are up to folder number five >.< We do everything by email; I think there has been maybe one phone call when we were going through the contract stage. Our folders are set up like this:
Correspondence - outgoing
Correspondence - incoming
Estate stuff - guidelines, contract
Colour Selections, PCV's (we often read that people forget what they chose. Take photos, make notes, save brochures etc)
I get everything sent to the one email address and have a few sub-folders to keep things separate. It's all organised, but I still get confused!!
Kristen & Stephen - Built the Eden Brae Drysdale 27 at Oran Park (We're in!!!)
Blog: "Race to Oran Park" - updated 25.8.2014
Re: How do you organize your paperwork/notes/ideas etc.?7
Feb 23, 2013 9:04 am
Folders and photos are the best for records but for organising ideas I use Mind Note Pro, a Mac program from the app store. It's cheap and easy to use and will give you graphical representation of your ideas that you can move around. Example:http://www.buildingexpert.net.au/services-building-quality.htm
Foremost Building Expert in Australia,assisting with building problems/disputes, building stage inspections,pre-contract review advice for peace of mind 200 blogs http://www.buildingexpert.net.au/blog
Re: How do you organize your paperwork/notes/ideas etc.?8
Feb 25, 2013 11:16 am
Yup evernote is teh way to go.
That way you can keep track of your files (contract, drawings, receipts, pictures and etc) electronically and have it stored in a centralised location.
You can access Evernote on your PC, mobile, IPAD and etc.
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