The Job Binder is the answer to keeping the project paperwork organized. When we first began building projects, it very rapidly became apparent that we needed some way to keep the paperwork organized and readily accessible.
We tried file folders, file boxes, and several other methods, but it all came together when we started using large binders with dividers to hold and organize the project information.
There are multiple advantages --
I was amazed at the reduction in questions put to me by my job supervisors when I started answering their queries by saying, "Look in the Job Binder". The amount of information I had to keep in my head was cut by 90%, because it was all in one place.
One other thing you might want to consider. The amount of critical information in the binder means that you want to keep very tight control over who is able to access and whether or not the binder leaves your office. The policy we adopted was that the Job Binder never left the office. If a supervisor needs something in the binder, he or she makes a copy.
1. Large job binder, less than $25.00.
2. 10-tab dividers (one set), less than $8.00.
2. 15-tab dividers (one set), less than $8.00.
3. Builder-Resources.com Job Binder Setup Package (Free download request form is below), including:
4. The discipline and management skills to make sure that all relevant information gets into the binder.
If you can do that, for around $40.00 per project you can deal with this very big headache.
Title Page and Spine Tag
Develop the discipline to put everything relating to the project in the binder!!
That way, if you ever need physical information regarding the job, you know exactly where it is. You don't have to look in multiple locations -- you know where it is.
When you meet with your client, have the binder with you. Not only will you not be at a loss if a question comes up regarding specifications or contracts, but, as the volume of paper in the binder grows, your client will begin to understand and appreciate the work being accomplished.
The Job Binder will be a legal and financial risk management tool which will let you sleep better at night. In combination with your e-mails and accounting records, the binder will place you in a much better position to demonstrate what you did or did not do, what your client agreed to, and who did what on the job.
All the important information will be in one place, ready to talk for you.