Inspection Workflow

Contact the client via phone or email to suggest possible dates and times for the roof inspection Allow the client to choose their preferred slot

Send a confirmation email to the client including the agreed date time and any specific instructions or preparations needed for the inspection

Assign a qualified inspector or team to conduct the roof inspection

Confirm that they have access to the necessary inspection tools and equipment

Verify their knowledge of the client's unique requirements or requests

Review any pre-communicated concerns or questions the client may have shared before the inspection

Ensure these points are included in the inspection checklist

Create an inspection checklist based on the type and scope of the roof replacement

Include sections for recording potential safety hazards or problem areas identified during the inspection

Confirm the inspection logistics with the assigned team including the inspection date time and client location

Record the scheduled inspection date time and assigned team in your project management system to notify all relevant team members

Send a confirmation reminder to the client 24 hours before the scheduled inspection, using their preferred communication method (e.g., email, text, or phone call)

Include key details such as the inspection date, time, and point of contact

Invite the client to confirm their availability for the scheduled inspection, offering a simple method to reschedule if needed

Record the client’s confirmation or request for changes in the CRM

Verify the inspection scope and expectations with the client, ensuring that they understand what will be covered during the inspection and what deliverables they can expect

Address any last-minute questions or concerns they may have

Confirm the inspector’s contact information with the client, providing them with a direct phone number or email address in case they need to reach out on the day of the inspection

Notify key team members, such as the inspector and project manager, of the client’s confirmation and any specific instructions or requests

Update the inspection task in the CRM to reflect the client’s confirmation

Send a final reminder to the client on the day of the inspection, confirming that the inspector is on their way and providing an estimated arrival time

Use automated reminders if available in the CRM system

Document the confirmation process in the CRM, linking it to the client’s file for reference during the inspection and follow-up actions

Review the mobilization plan with the inspection team, confirming the key tasks, schedule, and equipment required for the inspection

Ensure that all team members understand their roles and responsibilities during the setup process

Transport all necessary inspection equipment and tools to the site, following the established mobilization plan and transportation schedule

Verify that all items are securely packed and safely unloaded upon arrival

Set up equipment and inspection staging areas according to the site plan, organizing tools and materials for easy access during the inspection

Confirm that all safety measures are in place for handling and storing materials

Inspect all equipment for proper functionality and safety compliance, verifying that safety features and emergency systems are operational

Address any identified issues immediately to prevent accidents or delays

Coordinate with on-site personnel and key stakeholders, such as the project manager, site supervisor, and client representative, to align on the inspection plan and any site-specific protocols

Confirm points of contact for communication during the inspection

Conduct a brief team meeting to review the inspection tasks, highlighting key focus areas and safety protocols

Reiterate the importance of following established guidelines and maintaining open communication

Document all mobilization and equipment setup activities in project records and CRM, linking them to the client’s file for reference during inspections and follow-up actions

Gather the inspection team at a designated meeting point on-site at the start of the day to conduct a safety briefing

Ensure that all team members are present and attentive for the briefing

Review key safety protocols with the team, such as fall protection measures, proper use of harnesses, and ladder safety

Emphasize the importance of using the required Personal Protective Equipment (PPE), such as hard hats, safety glasses, and gloves

Discuss specific hazards and risk areas for the day’s tasks, such as roof edges, slippery surfaces, or high wind conditions

Highlight any new or ongoing safety concerns identified during previous inspections or meetings

Outline emergency procedures, such as what to do in the event of a fall, injury, or equipment malfunction

Designate first aid contacts and provide information on the location of first aid supplies and emergency exits

Remind team members to report any unsafe conditions or hazards immediately to the site supervisor or safety officer

Reinforce the company’s commitment to maintaining a safe working environment

Conduct a brief Q&A session to address any questions or concerns the team members may have about safety protocols or tasks

Clarify any points of confusion and confirm that all team members understand the briefing

Document the safety briefing in project records and CRM, noting key topics covered, identified hazards, and team attendance for compliance purposes

Review the inspection checklist and key focus areas, including roof surface, penetrations, flashing, and drainage systems

Confirm that all team members are aware of the specific elements to be inspected

Conduct a visual inspection of the roof surface, looking for issues such as cracks, blisters, missing shingles, or signs of wear and tear

Take note of any areas with visible damage or degradation

Inspect roof penetrations and flashing for proper sealing and secure attachment, focusing on areas around chimneys, vents, and skylights

Look for gaps, loose fasteners, or corrosion that could lead to leaks

Check drainage systems, such as gutters and downspouts, for blockages, leaks, or damage that could affect water flow

Verify that all drainage components are securely attached and free of debris

Document findings using detailed notes and photos, capturing key issues such as damaged materials, improper installations, or signs of water intrusion

Include measurements or sketches if necessary to clarify specific problem areas

Verify safety measures throughout the inspection process, ensuring that team members are using proper Personal Protective Equipment (PPE) and adhering to fall protection protocols

Address any safety concerns immediately

Record all inspection activities and findings in project records and CRM, linking them to the client’s file for reference during follow-up and reporting

Prepare inspection tools and documentation materials, such as a camera, notepad, measuring tape, and digital inspection forms

Confirm that all equipment is in good working condition and ready for use

Document all findings with detailed descriptions and photos, clearly noting the location and nature of each issue identified during the inspection

Use clear and concise language to describe the problem and its potential impact on the roof’s performance

Capture multiple angles for key issues, such as cracks, leaks, or improperly installed flashing, to provide a comprehensive view of the problem

Use close-up and wide-angle shots to show the context and details of each issue

Organize notes and photos in a logical order that aligns with the inspection checklist or roof layout

Include reference points or labels in photos to indicate the exact location of each finding

Cross-reference findings with the inspection checklist to ensure that all key areas have been thoroughly inspected and documented

Verify that no critical elements have been overlooked or missed

Review and edit notes for clarity and accuracy, ensuring that all descriptions are precise and easy to understand

Correct any typos or inconsistencies to maintain a professional standard

Save notes and photos in project records and CRM, linking them to the client’s file for reference during follow-up meetings and report preparation

Draft a brief summary of the inspection, highlighting key areas covered and any immediate findings or concerns identified during the process

Keep the summary concise and easy for the client to understand

Contact the client to provide a verbal update, either by phone or in person, informing them that the inspection is complete

Offer a brief overview of the inspection scope and let them know that a detailed report will be prepared

Thank the client for their cooperation and patience during the inspection process, reinforcing your commitment to delivering high-quality service

Invite them to reach out if they have any immediate questions or concerns

Confirm the next steps with the client, such as preparing a detailed inspection report or scheduling a follow-up meeting to discuss the findings

Provide an estimated timeline for when they can expect the report or next contact

Reiterate your availability for any questions or clarifications, emphasizing your willingness to help the client understand the inspection results

Provide your contact information if the client needs to reach you directly

Record the client notification in the CRM, noting key details such as the date and time of the call, the person contacted, and any relevant notes or client feedback

Document the completion of the inspection in project records and CRM, linking it to the client’s file for reference during follow-up and reporting

Review the client’s availability and scheduling preferences based on previous communications and CRM notes

Confirm any preferred days, times, or specific scheduling requirements expressed by the client

Propose multiple follow-up meeting dates and times to the client, offering flexibility to accommodate their schedule

Clearly communicate the proposed options and confirm the client’s preferred date and time

Confirm the follow-up meeting details with the client, providing a summary of what will be discussed, such as inspection findings, recommendations, and next steps

Send a calendar invitation or written confirmation to the client for their records

Log the follow-up meeting appointment in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled meeting

Assign the meeting task to the designated team member(s)

Communicate the scheduled follow-up meeting to key team members, such as the project manager and sales representative, to ensure everyone is prepared for the discussion

Confirm that all relevant personnel are aware of the meeting date, time, and scope

Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the follow-up meeting

Use the CRM or automated tools to streamline the reminder process

Document the follow-up meeting scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery