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The life of a building inspector can be full of daily detours: making a dozen phone calls to schedule and reschedule inspections, typing up notes, checking the latest code updates…
Not to mention the pressure of knowing that people’s safety depends on getting every detail right.
Inefficient processes make inspectors’ lives harder than they need to be.
But making your inspection processes as easy as possible helps you boost morale and productivity.
In this blog, we’ll share four steps you can take to make inspections easier:
- Provide Up-to-Date Checklists
- Cut Back Driving Time
- Include Documentation Inspectors Need in the Field
- Minimize Data Entry
Permitting software like MCCi Community Development makes some of these steps easier. But there are plenty of things you can do for your inspectors today, even if you’re not ready to invest in software.
1. Provide Up-to-Date Checklists
Inspectors need to have an up-to-date checklist for every type of inspection that they’re responsible for. Checklists help to:
Reduce Inspectors’ Mental Load. Seasoned inspectors may feel like they don’t need checklists because they can remember everything to look for—and probably they can! But they shouldn’t have to. Having a list to reference reduces the mental strain of remembering each little detail on each type of inspection. The result? Faster, more accurate inspections.
Keep Track of Updates. While inspectors need to be educated about building code updates, an accurate checklist means they don’t need to memorize every detail.
Ensure Compliance. Relying on team members to keep track of codes on their own can lead to problems with compliance and safety.
Help Get New Inspectors Up to Speed. If you have someone new to the job or a particular type of inspection, a standard checklist helps them learn their role faster.
Best Practices for Checklists
- Regularly review and update checklists to reflect the latest building codes and regulations.
- Use digital platforms to manage and distribute checklists. Digital checklists can be easily updated and shared so all inspectors have access to the most current information. That means no more wondering if you’re using the right paper form.
- Get feedback from your inspection team on existing checklists. Their on-the-ground insights can help identify gaps and areas for improvement.
2. Cut Back Driving Time
A building inspector’s day often starts by driving to the office to pick up a list of inspections for the day. Then zigzagging across the community for inspections. And finally driving back to the office to type up notes. Effective planning and scheduling can cut back on all the driving.
Use Scheduling Tools. With MCCi Community Development’s calendar integration, contractors can schedule inspections directly onto the inspector’s calendar. If you don’t want that, you can allow contractors to pick a window for their inspection, and have inspectors plan the exact schedule. The system can then automatically send a notification to the contractor with the time.
Incorporate Buffer Time. Inspectors can run into delays like traffic or an inspection that’s more complex than expected. Planning for the unexpected helps maintain the overall schedule without significant disruptions.
Pre-Plan Inspection Routes. MCCi’s integration with Google Maps enables inspectors to easily map their daily routes. They can visualize what will require the least amount of driving.
Cut Down Trips to the Office. Do your inspectors currently start and end their day at the office? Consider whether you can eliminate one of those trips. For instance, could inspectors type up the previous day’s notes first thing in the morning instead of at the end of each day? Better yet, digitize their schedule so they don’t have to come in the morning, and allow them to add notes digitally from the field to cut out the evening trip. (MCCi Community Development has both of these functions.) You may find that inspectors only need to visit the office once or twice a week.
3. Include Documentation Inspectors Need in the Field
All too often, inspectors are sent into the field with little but a clipboard, an address, and an inspection type. If they want more information, they have to call and hope that someone in the office has quick access to what they need.
It’s helpful for inspectors to have access to the following at the building site:
Previous Inspections. Has the property been inspected before? What were the results? If it’s a re-inspection, inspectors can save time by focusing only on the areas that caused it to fail before.
Building Plans. Plans help inspectors understand the layout and areas of concern on a building. Inspectors can check the marked-up plans during their inspection instead of having to describe or hunt for specific spots.
Parcel History. Parcel history includes records of compliance with building codes and other regulations. Inspectors can verify that all past work was compliant. They can check any part of the current structure that might be compromised due to past construction or renovations.
But it’s not always practical to print out that information, especially large-format planning documents.
Ideally, inspectors can get information digitally from the field. This can be done with a enterprise content management platform like Laserfiche. It’s best if there’s an integration between the ECM and other inspection tools to cut back time spent switching between applications. Inspectors can view the entire history of a property from the MCCi mobile app thanks to its integration with Laserfiche.
4. Minimize Data Entry
When inspectors have to return to the office to type up their notes for the day, it doubles the amount of time spent on paperwork. Excessive manual data entry can lead to errors, delays, and burnout. Plus, inspectors can perform fewer inspections in a day.
That’s why you need:
Data Entry from the Field. Use mobile apps and inspection software that allow inspectors to input data directly into digital forms. MCCi forms come with features like drop-down menus, checkboxes, and auto-complete options. That means less typing and overall easier data entry.
Integration with Other Platforms. Integrate inspection and permitting software with other systems used in your department. That way, data only needs to be entered once for it to be populated across all relevant platforms.
Next Steps
Help inspectors get more good days done! To learn more about how MCCi Community Development creates a more efficient, compliant, and satisfying work environment for your inspectors and other staff members, fill out the form below.