With dozens of shipments arriving daily, construction sites can easily become overwhelmed. Boxes pile up, nothing gets signed for, and costly items grow legs and walk away. Effectively receiving and documenting deliveries is essential for accountability, liability, and operational efficiency. Follow these best practices to avoid headaches at the jobsite gate.
Start with Designated Receiving Areas
Rather than hunting around cluttered laydown yards for expected items, designate specific receiving zones for each type of delivery. This allows drivers to quickly drop their load in the right spot. Post visible signs for material categories, vendors, or staging areas.
Streamline the Check-in Process
Eliminate bottlenecks at the gate by collecting required information digitally in advance of arrivals. Shipping notices with documentation details, photos, and confirmation of receipt allow rapid authorization. Solutions like Follo even automate check-in via GPS alerts.
Inspect Before Signing
Don’t blindly sign delivery receipts – take time to verify that the quantity, condition and accuracy of materials match paperwork. Note any discrepancies for vendor follow-up. Damaged goods should remain on the truck.
Capture Critical Data
Log essential details like exact time of delivery, truck number, condition, quantity and photos. Collecting this immediately is much easier than trying to recreate it later from memory. Use mobile tools to gather data on the spot.
Maintain Chain of Custody
Once signed for, materials become your responsibility. Ensure oversight until supplies are locked away or installed to prevent loss. Tracking ownership changes is crucial for liability.
Communicate Updates in Real Time
Let installation crews and project managers know as soon as expected materials arrive on site. Digital platforms like Follo enable push notifications to stakeholders when a delivery is checked in.
Follow Consistent Processes
Standardize documentation and hand-off procedures to remove guesswork. Establish accountability with assigned roles for receipt, inspection, data capture, security and status updates.
Go Digital to Remove Paperwork
Digitizing delivery logs with mobile scanning, photos, electronic signature capture and automatic status syncing eliminates manual data entry. Platforms like Follo simplify documentation.
Analyze Data for Insights
Review logs to identify recurring vendor issues, peak arrival times, bottlenecks, and process improvements. Data transparency enables continual optimization of logistics.
By following these best practices, contractors can streamline and secure the critical delivery receipt process. Seamlessness at the gate means less headaches on the jobsite. Implement digital platforms from Follo to remove complexity from delivery management. Sign up today for a free trial.
References:
https://follo.co
https://www.constructconnect.com/blog/how-to-create-a-material-receiving-plan-for-your-construction-site
https://www.autodesk.com/redshift/construction-site-logistics/