Organising a Site Visit – Zendesk

When a client requests a site visit to inspect a property, the goal is to gain a thorough, firsthand understanding of the work required. This visit allows the client to evaluate the site in detail and discuss specific requirements directly with the relevant stakeholders, ensuring greater accuracy when planning and quoting the project.

To ensure a smooth and effective site visit, careful coordination between the client, the administrator, and the assigned builder is essential. The following steps outline a best practice approach to organising this important meeting:

1. Coordinating Schedules

The first priority is to agree on a date and time that suit both the client and the company representatives. The administrator should review the calendars of all involved parties to identify available time slots and avoid scheduling conflicts. Clear communication and flexibility during this stage help to secure a mutually convenient appointment that ensures attendance and preparedness from everyone involved.

2. Confirming Property Details

To properly prepare for the visit, it is critical that the client provides the exact address of the property. If this information is not supplied when the site visit is initially requested, the administrator must promptly follow up with the client to obtain the details. Accurate location information allows the assigned builder and other stakeholders to plan logistics such as travel and any necessary equipment.

3. Verifying Builder Availability

Once a suitable time and property address are confirmed, the administrator should check the availability of the assigned builder or site supervisor. Confirming their participation is vital to ensure the visit is productive and all technical questions can be addressed on-site.

4. Sending Calendar Invitations and Reminders

After all parties have agreed on the date and time, the administrator should send calendar invitations to the client, builder, and any other relevant stakeholders. This formal invitation serves as a reminder and helps keep the appointment on everyone’s agenda. Additionally, follow-up reminders can be sent closer to the visit date to reduce the risk of cancellations or oversights.

By following this structured approach, the site visit can be smoothly organised and efficiently executed. This preparation not only facilitates clear communication between the client and construction team but also lays the groundwork for accurate project assessment and successful collaboration.