Using 3 ring binders can get you organized on the job; have all the information at your fingertips so you will be able to work more efficiently.
Here are some tips on how to get organized with 3 ring binders.
First Section of the 3 Ring Binders: Place all Signed Contracts and Blueprints. Make a list of Materials for each Contract.
Make an itemized list of all the Materials using separate sheets of paper for each material.
You can easily draw up these lists on the computer and then print as many copies as you wish.
Here is an example of how you want your materials list to look like: Materials: Quantity: Individual Cost:
Total Cost: Cement 10 bags $85.00 $2,300.00
You will have to make a list of all the Cement, Lumber, Steel Beams, Screws, Nuts & Bolts, and Nails etc. Make a separate list for fixtures such as Doors, Window Frames, Glass Panes, etc., make this list to be for all the big fixtures and then you can create another list for all the small fittings such as door knobs, light fixtures, light plates etc.
Second Section of the 3 Ring Binders:This section of the 3 ring binders should be used to record all the payment you have received so far. Record the amount and date that you received payment and have a running balance of the outstanding amount.
In this section you will also want to place any Change Order Forms that will reflect the changes that have been made to the contract and the additional costs of material and time on job etc.
All receipts should be kept in this binder and all must be filed according to the date that they were received.
Third Section of the 3 Ring Binders: This section should have records of all payment to subcontractors and other workmen, and should reflect the amount of payment for each individual and have a running balance on all outstanding amounts of monies to be paid.
Use individual sheets for each subcontractor and each project of the construction. For Example if you have a subcontractor for the overall foundation then his payments will have to be recorded separately to that of the subcontractor who is contracted to do the electrical fittings and so forth.
When you have finished organizing your 3 ring binders you will see how much easier it has become for you to readily access any information pertaining to the relevant contract.
You will be able to carry around all this information with you to the job site, and not have to wait until you get back to the office to get access to any information that you may need in a hurry.