How to Track Jobsite Issues
Stop losing issues in email threads. A simple tracking system creates accountability, prevents disputes, and stops the same problems from recurring.
Why Issue Tracking Matters
The stats are brutal:
- 12% of construction documents are never found when needed
- Average dispute costs $50,000+ to resolve
- Most issues escalate because they weren't documented early
- The same issues repeat across projects when lessons aren't captured
When issues aren't tracked:
- Problems get "forgotten" until they're expensive
- No one knows who's responsible
- You have no documentation for disputes
- The same issues keep happening project after project
Types of Issues to Track
| Type | Examples | Urgency |
|---|---|---|
| Safety | Unguarded opening, damaged equipment, unsafe practice | Immediate |
| Quality defects | Work not per spec, wrong material installed, poor workmanship | High |
| Design conflicts | Drawing conflicts, missing details, constructability issues | High — RFI needed |
| Schedule impacts | Late deliveries, weather delays, predecessor not complete | High |
| Subcontractor issues | Work not progressing, quality problems, coordination failures | Medium–High |
| Owner/client issues | Pending decisions, late approvals, access problems | Medium–High |
| Site conditions | Drainage problems, utility conflicts, soil issues | Medium |
| Equipment/tool problems | Broken equipment, missing tools, maintenance needed | Medium |
| Documentation gaps | Missing submittals, unsigned change orders, pending RFIs | Medium |
| Punch list items | Deficiencies noted during inspection | Low–Medium |
What Every Issue Needs
| Field | Why It Matters | Example |
|---|---|---|
| Issue # | Unique identifier for tracking | ISS-047 |
| Date identified | Creates a timeline for resolution | 02/12/2026 |
| Location | Where on the project (specific) | Building A, Level 2, Room 204, Grid B-3 |
| Description | What's the problem (specific) | "12-inch horizontal crack in drywall at grid B-3, Room 204. Appears to be joint settlement, not structural." |
| Photos | Visual proof of the condition | 3 photos attached |
| Reported by | Who found it | Mike Johnson, Superintendent |
| Responsible party | Who needs to fix it | ABC Drywall (sub) |
| Priority | How urgent | Critical / High / Medium / Low |
| Due date | When it needs to be resolved | 02/19/2026 |
| Status | Current state | Open / In Progress / Pending Response / Closed |
| Resolution | How it was resolved | "Repaired by ABC Drywall on 02/17. Retaped, refinished. Verified by superintendent 02/18." |
| Closed date | When verified complete | 02/18/2026 |
Setting Up Your Tracking System
Option 1: Spreadsheet (Free, Good Enough for Small Projects)
Create an Excel or Google Sheets tracker with these columns:
| Issue # | Date | Location | Description | Photos | Assigned To | Priority | Due | Status | Resolution | Closed |
|---|---|---|---|---|---|---|---|---|---|---|
| ISS-001 | 02/10 | Bldg A, Rm 102 | Wrong paint color on south wall | Link | ABC Painting | Medium | 02/14 | Closed | Repainted correct color | 02/13 |
| ISS-002 | 02/11 | Bldg B, Roof | 3 penetration flashings leaking | Link | XYZ Roofing | High | 02/13 | In Progress | — | — |
Pros: Free, everyone knows it, easy to filter and sort Cons: Version control issues, hard to attach photos, no notifications
Option 2: Shared Platform (Better for Multi-Trade Projects)
Use a shared tool for real-time collaboration:
- Google Sheets — Free, shared, mobile accessible
- Airtable — Free tier, better for photos and attachments
- Monday.com / Smartsheet — Paid, robust tracking and automation
Improvement over spreadsheets: One shared version, photo attachments, mobile access, comment threads, automatic notifications.
Option 3: Construction Software (Best for Larger Projects)
Dedicated construction management platforms:
- BLDR Pro — Photo capture with GPS, automatic notifications, audit trail, field-first mobile app
- Procore — Observations, inspections, punch lists
- PlanGrid / Autodesk Build — Drawing-linked issues
- Fieldwire — Task-based issue tracking with plan markup
Best for: Projects with multiple trades, long durations, or clients who expect formal documentation.
The Issue Tracking Workflow
Step 1: Identify and Document (Immediately)
The moment you see an issue:
- Take photos (3+ minimum — wide shot, medium, close-up)
- Note the exact location
- Describe what's wrong — be specific
- Assess the urgency
- Log it in the tracking system
Don't tell yourself "I'll log it later." Later means forgotten, and forgotten means repeated. Log it on the spot — even a quick note on your phone with a photo is better than nothing.
Step 2: Assign and Notify (Within 24 Hours)
- Determine the responsible party
- Set a reasonable due date based on priority
- Notify them in writing — email or through the tracking system
- Include: issue description, photos, location, expected resolution, due date
Step 3: Track Progress (Daily/Weekly Check)
| Priority | Check Frequency | Escalation |
|---|---|---|
| Critical (safety, active damage) | Daily | Escalate immediately if not addressed |
| High (quality, schedule impact) | Every 2–3 days | Escalate after due date |
| Medium (coordination, documentation) | Weekly | Escalate 1 week past due |
| Low (cosmetic, minor) | Weekly | Escalate 2 weeks past due |
Step 4: Verify and Close (Don't Skip This)
When the responsible party says "it's fixed":
- Go physically verify the correction
- Compare to the original photos
- Take a verification photo
- If acceptable, close the issue with the resolution noted
- If not acceptable, reopen with specific feedback on what still needs work
Step 5: Escalate When Needed
If issues aren't being resolved:
| Day Past Due | Action |
|---|---|
| 1–3 days | Verbal reminder + written follow-up |
| 3–7 days | Written notice to responsible party's PM or supervisor |
| 7–14 days | Formal written notice with consequences stated (backcharge, withhold payment) |
| 14+ days | Execute consequences per contract (backcharge, withhold from pay app) |
The Weekly Issue Review Meeting (15 Minutes)
Run this meeting every week — it's the engine that keeps issues moving.
Agenda:
| Time | Topic | Action |
|---|---|---|
| 3 min | New issues — What was identified this week? | Review, assign, set due dates |
| 5 min | Overdue issues — What's stuck and why? | Identify blockers, assign escalation actions |
| 3 min | Closed issues — What got resolved? | Verify closures, acknowledge good responses |
| 2 min | Patterns — Are we seeing repeat problems? | Identify root causes, assign systemic fixes |
| 2 min | Action items — Who does what by when? | Clear assignments |
Best Practices
1. Document Immediately
Don't wait until the end of the day. Issues should be logged within minutes of discovery. Memory fades, details get fuzzy, and photos get buried in your camera roll.
2. Take Photos — Every Single Time
A photo is worth a thousand arguments in a dispute. Always include:
- Wide shot showing context and location
- Medium shot showing the issue
- Close-up showing detail
- Include something for scale (tape measure, hand, person)
3. Be Specific
Bad: "Drywall issue in Building A" Good: "12-inch horizontal crack in drywall at Grid B-3, Room 204, south wall, 48 inches above finish floor. Appears to be tape joint failure, not structural. See photos ISS-047-01 through ISS-047-03."
4. One Issue Per Entry
Don't combine "paint touch-ups in rooms 201, 204, and 207" into one issue. Each location gets its own entry so it can be independently tracked and closed.
5. Assign to One Person
"Everyone" means no one. Every issue has one responsible party and one due date.
6. Follow Up Relentlessly
Unresolved issues don't fix themselves. Check the tracker weekly and escalate when due dates pass.
7. Close the Loop
When resolved, document how it was fixed. This creates a knowledge base that prevents repeat issues on future projects.
Turning Issues Into Improvements
Pattern Recognition
Review your issue log monthly and look for:
- Same trade, same problem — Training or supervision issue
- Same location, different trades — Design or coordination problem
- Same type of defect — Material or method issue
- Increasing frequency — Systemic problem getting worse
Preventing Repeat Issues
| Pattern | Root Cause | Fix |
|---|---|---|
| Same sub keeps getting quality deficiencies | Training, supervision, or capability | Formal notice, require QC plan, or replace sub |
| Same type of design conflict | Incomplete or conflicting drawings | RFI early, request design coordination |
| Issues clustered at handoff points | Poor trade coordination | Improve look-ahead scheduling, pre-coordination meetings |
| Issues increasing toward end of project | Rush to finish, less attention to detail | Maintain quality standards, increase inspections |
Common Mistakes
| Mistake | Consequence | Fix |
|---|---|---|
| Not tracking at all | No accountability, no documentation, disputes | Any system is better than none — start with a spreadsheet |
| Logging but not following up | Issues pile up, trust erodes | Weekly review meeting, escalation protocol |
| Vague descriptions | Can't find the issue, can't verify the fix | Location + specific description + photos |
| Not closing issues | List grows forever, morale drops | Verify corrections and close promptly |
| Only tracking other people's issues | Blind to your own problems | Track self-perform issues too — it builds credibility |