The importance of a daily 5x5 daily report (+ VIDEO tip to make it happen)
The importance of a daily 5x5 daily report (+ VIDEO tip to make it happen)
First up, what is a 5x5?
A 5x5 step back is when you take 5 minutes to take 5 steps back from the site and assess where you are at, (sometimes called a toolbox talk). Worksafe explains it well.
This does a few things. It allows you to reassess your situation in general, check your work for faults and look out for hazards that may have arisen and efficiencies that could be made. The SiteSafe Risk Assessment document gives you a more in-depth explanation of why you need the 5x5 process.
So why do we need one?
The primary reason for the 5x5 is to ensure safety. But as well as this, the 5x5 has evolved to become a critical communication tool. Tradespeople take photos and share with operations and other parties involved in the project through a document, allowing others to assist in assessing risks, hazards and possible improvements that could be made.
Daily updates about where the team are working, what they’re doing and who is on site are now industry standard features of the humble 5x5 report!
More 5x5 benefits
Opening up the communication lines
Communication is a difficult factor on most sites because you could be anywhere at any time, often offsite and need to know what the trades are doing on your site. This way of doing a daily 5x5 opens up the communication lines each day and often prompts other stakeholders to share anything they have missed. Doing a series of daily photos has the added benefit that any omissions or mistakes can be picked up early.
Transparency on the job
Suppose you deciding to have your office block repainted in an off white for the general façade and a dark trim. You come back from an overseas business meeting to find the colours have been reversed!
Had you had a daily 5x5 report come through, you would have monitored progress and called out when you noticed something amiss.
You may be close by the job site on the first day or two, and it’s simple to monitor progress. But what about week 2 and 3? Having a contractor onsite when you’re not there is a challenge that only a 5x5 report can solve.
Tip: Ask for a ‘Progress bar’ on the report to show you at a glance how far on your job is.
Keep external stakeholders in touch with proceedings.
Business owners, Directors and even the Board themselves make the initial decision about projects, and then are often left in the dark while the project is underway. While it may be convenient to turn a blind eye, they are responsible and will be very receptive to getting regular updates. Having them on the daily 5x5 list keeps them in the loop at all times.
Accountability and Quality control
Once the job is complete, you’ll have no idea about whether the correct preparation was done. The 5x5 photos of the site with Hold points etc will provide you with evidence of quality control procedures through showing the quality of base coats and preparation work that otherwise would be hidden under the shiny topcoat!
If there is anything that has been overlooked or is different to the understanding of scope between the stakeholders and other forms of communication, this central point of communication will catch anything that is misunderstood one day into the job, rather than when it is completed.
How to simply set up your own 5x5 reports.
Have a look at the video attached and see a simple solution for you if your service provider doesn’t already have a daily form in place. Video - How to Do A Daily 5x5 Report
