When I first started in the industry I worked on a long line of high-end retail projects scattered across the United States. Six months after starting I got a question from a project manager about concealed space wood-structure sprinkler protection on a particular store in San Jose.
San Jose? I was positive I never worked on a project in San Jose.
A little digging later revealed I did in fact work on a small retail shop in San Jose. The only problem was that it looked just like the other 30 stores I had worked on in-between. Did I evaluate protection or even consider the combustible above-ceiling space? Did I discuss anything with the AHJ?
I quickly realized that if I didn't take project-specific design notes I'd have no way of revisiting my thought process when a question inevitably arose later in the project.
The Mad Man
Ever since then, and not entirely due to my undiagnosed organization issues, I've been on a mad hunt to find the best way to record project notes in the cleanest and most insanely-quick process possible.
For me it's partially about recording the design thought process, and partially about reminding myself about all the considerations that need to occur for a project.
I can't say I've tried every method for project note taking, but I have used word templates, checklists, spreadsheets, OneNote files, linked databases, access databases, and the good old pen and paper.
I have several goals when devising project notes for me and the staff I work with:
An example project design sheet (click to see full PDF)
Here's where I am now - an excel-based, single page note page where a quick "X" above a cell highlights the one below. If I know all of the information in a project, it can be filled out completely in less than 3 minutes.
It can be a helpful accompaniment for sprinkler contractor clients when we're submitting a bid, or helpful notes to accompany a QC set of drawings.
What Am I Missing?
I'm sure your checklists and cheatsheets include a wide variety of considerations. In my attempt to better this one and incorporate the whole spreadsheet, what important elements am I missing? View PDFs below, and post your comments & feedback about important things to add here.
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Joseph Meyer, PE, is a Fire Protection Engineer in St. Louis, Missouri. See bio on About page.