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Conducting a Meaningful Site Visit

A site visit can be one of the most important tools you use, as a grantmaker, in determining your ultimate funding decisions. For example, an in-person look at a potential grantee’s activities can complement a grantee’s written proposal and give you a clearer picture of their request. In fact, site visits can be one of the most interesting parts of the grantmaking process.

What makes a site visit meaningful? Careful preparation, mutually understood goals, a willingness to see the event as part of an ongoing relationship. So how can you be a "good guest" while conducting a structured, but not stifling, site visit? Here grantmakers offer some helpful advice for:

"It's not surprising to feel a little nervous about site visits. One way to orient yourself is to put yourself in the shoes of the applicant and imagine how you'd like to be treated. Often, puzzles about what to say or how to say it will become immediately clear."

— A grantmaker recalling a first experience with site visits

Managing Your Role

Since the business of making grants primarily involves establishing a relationship between the grantor and the grantee, grantmakers often conduct site visits precisely to develop firsthand relationships with leaders and organizations in the communities and fields on which they focus. As such, a site visit can serve as an open-ended interview that allows you to ask pressing questions you may have and let potential grantees discuss the things they love to do. Talking at length and in depth with applicants about their work, and making certain they understand the fundamental purposes of your grant-making program, can also sometimes lead to exciting new ideas.

It can be a mistake, though, to think of a site visit as a discrete, one-time-only event. Site visits and one-to-one conversations are more likely to be continuing activities — at least with organizations directly involved in your program areas. Consequently, you may decide to make your first site visit to some organizations before you circulate a request for proposals, as a get-acquainted step, or as an element of your overall reconnaissance. Later, another visit may be part of your consideration of the group’s proposal. If you decide to award a grant, there are likely to be other visits — within reason — down the road, either to monitor the grant or maintain good relations.

Bear in mind that few organizations turn down a funder’s request for a meeting. They may be in the midst of their busiest season, rushing to prepare a proposal for another funder, or simply overwhelmed with work — they’ll probably still set aside two hours for you. As valuable as site visits can be, therefore, it’s important to make sure you’re not imposing on the organization’s time or distracting its staff. Remember: the organization is not likely to tell you — at least at first — that your request for a meeting comes at a bad time. You need to be alert and sensitive, and hope that at some point the group feels free to be more candid with you about its schedule.

Before You Visit

If the site visit is a first contact, do some homework. If you have not yet received a proposal from the organization, visit its Web site, if one exists, or research its area of work. This preparation allows you to use the time you spend with potential grantees efficiently, to ask pertinent, informed questions, and to understand what they’re trying to accomplish.

Even if the contact isn’t a new one, prepare yourself and the grantee before the visit. Be thoughtful and clear. For example, you might explain that you want to learn more about a particular aspect of the organization’s work. In any case, let them know how much time you have, and whether there are particular people or activities you would like to see.

Formulate some preliminary questions — but be careful of coming up with a long list. Narrow it down to the three most important ones, so as not to overwhelm your host. Notify the potential grantee of your questions ahead of time. You might also suggest that the organization send you an agenda of its own for the visit.

If possible, schedule site visits at times when you can observe some type of program activity. It helps to experience the work of the potential grantee firsthand.

While it can be helpful to conduct your visit with other staff from your foundation — the added perspective may be valuable — remember that having too many additional people can make it hard to have an informative, relaxed conversation.

Be aware that a site visit is a very important event to potential grantees. They will quite likely put a lot of energy into planning it and will hope to have your full attention. Difficulties in scheduling can create a misleading impression, as one grantmaker learned: "I remember a time when one of our team had to leave after half an hour. It wasn’t disrespectful; it was just someone juggling a tough working schedule. But it seemed as though perhaps we weren’t really that interested."

During the Visit

Begin by reminding people of the reason for your visit and about your role. You may have explained these points already, but nonprofits often play host to visitors, and may not remember what you told them. Be sure they understand that you’re there not only as an interested individual, but as your organization’s representative.

Since everyone's time is scarce, you may want to focus on what you most need to know to make a good grant, and on matters that call for the prospective grantee's impressions, interpretations, and personal reflection. In other words, the site visit is not usually the best time to bring up small, detailed matters that may require the applicant to do research or analysis. It is an opportunity to get to know the organization in a more personal way than is possible on paper

As the Visit Concludes

Don't forget to use the visit as an opportunity to expand your knowledge of the broader community or field. Ask applicants for suggestions about other organizations or activities that you should be looking at, or other people you should get to know.

Leave room for excitement: surprisingly good things can happen during a site visit. "I remember one visit," notes an experienced grantmaker, "when, after about an hour-and-a-half of talk and examination of the premises, the prospective grantee deferred going to another meeting so he could fill us in on his ideas for several different possible grants. It was a lively discussion, and I think curtailing it would have curtailed the making of the grant. You have to leave room for excitement."

And a final note. If the first one or two visits start off stiffly, don't worry. It takes more than an hour or two, and often more than a single visit, to establish the kind of trusting, open relationship in which a real exchange of ideas — the "excitement" — can take place.

MORE ON THIS SUBJECT

Learning from Site Visits (Funding Community Organizing) Managing Expectations: Site Visits (Saying Yes / Saying No)

Takeaways are critical, bite-sized resources either excerpted from our guides or written by Candid Learning for Funders using the guide's research data or themes post-publication. Attribution is given if the takeaway is a quotation.

This takeaway was derived from Building Community Inside and Out .

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Free Site Analysis Checklist

Every design project begins with site analysis … start it with confidence for free!

Site Visit Analysis and Report: How to conduct and evaluate your first architecture site visit

• Updated: January 2, 2024

Here we will cover everything you need to know about of how to approach your first site visit analysis for a new project, what to do when physically there, and how to eventuate and summarize the information you collect.

However before visiting for the first time we highly recommend that you carry out desktop study beforehand, as this will provide an important initial understanding of the site and generate far better results and more refined questions once there.

The desktop study will also help to identify the important items of equipment that you will need to take with you to make your trip as successful as possible. …these are mentioned below but may include a: 

• Site map (very important)
• Tape measure
• Laser distance meter

…more essential architects items here

Conducting an architecture site visit analysis

A site visit analysis is a comprehensive report that summarizes the findings of a physical inspection of a potential development site. It includes information on the site’s physical characteristics, location, surrounding area, demographic information, environmental impact, zoning regulations, traffic flow, and recommendations for development.

The report synthesizes all gathered information to provide a comprehensive understanding of the site and its potential.

What to look for?

Once there, there are a whole number of important areas and items that need to be studied and recorded, some of which would have already been identified during your desktop study, but as a starting point we’ve produced the below list of all the key areas:

We suggest that you take these with you and tick them off as they are found, so not to miss anything.

• Entrance and access points (both pedestrian and vehicle)
• Security (gates, surveillance)
• Travelling to the site (road types and suitability, safety, public transport)
• Boundary treatment (fencing, vegetation, land form, water)
• Extent of boundary (does it match the survey/OS map)
• Circulation (existing travel routes within the site)
• Noise levels (quiet and loud areas)
• Services (electric, gas, water, sewage)
• Existing buildings (condition? Relevant? Protected?)
• Existing landscape features (condition? Relevant? Protected?)
• Neighbouring buildings (local vernacular, protected?)
• Views in and out of the site (areas to screen off and areas to draw attention to)
• Tree’s and vegetation (protected and rare species)
• Ecology (any areas likely to be home to protected species)
• Orientation (sun and wind paths)
• Light levels (areas in direct sunlight, shaded areas, dappled light)
• Accessibility (disability access)
• Surrounding context (historical, heritage, conservation area, SSSI, AONB)
• Existing materials in and around the site
• Topography (site levels)
• Flood level (is it likely to flood)
• Soil and ground conditions (types and suitability)
• Existing legal agreements (where are the rights of way, covenants)
• Hazards (Electricity lines, Drainage, Telephone lines, Sub-stations)

We provide a site analysis checklist here covering all of the above that’s free to download.

Where to start

You want to begin documenting your visit as soon as you arrive, as the approach and entrance to your site are just as important as the site itself. If you’re desktop study didn’t highlight the possible routes and methods of transport to and from the site, then this needs to be recorded also.

Documenting your first impressions is vitally important, ask yourself; what do you see as you enter the site? what do you hear? what do you feel? (…what senses are the first to be triggered), you will only get one chance to do this properly and so you need to make it count!

…and don’t forget to include the location of the elements you record, when noting it down on your site map or survey. By the end of your visit, you should barley be able to read whats under all your notes …write down everything!

Moving on from first impressions, you should plan to walk around the site as least twice (as a minimum) to ensure that nothing is missed, so leave enough time to make a least two loops, noting down and photographing everything that you feel is relevant, no matter how small.

…there’s nothing worse than getting back to the studio and realizing you forgot to document something.

We like to use the check list supplied above and:

• Firstly walk around the site whilst annotating a site plan
• Secondly with a camera …photographing everything
• and thirdly with both …just in case something has been missed

This way we can focus on one task at a time, helping to ensure we gather everything we need.

In terms of a camera, and depending on your budget we suggest looking one these three options (but a phone is just as good):

• Sony DSCW800 Digital Compact Camera
• Sony DSCWX350 Digital Compact Camera
• Canon EOS 1300D DSLR Camera

It can be difficult to identify certain elements, and some may only be noticeable from a professional survey, such as underground services and precise spot levels. But approximations of such locations and heights are a good start and can serve as a reminder for further investigation.

If accessible you can of course take your own measurements and so this is where a tape measure and/or distance meter will come in handy.

Try one of these:

–  Tape measure

– Laser distance meter

What to take with you

Firstly look at the weather, you wont have a good time if your not dressed appropriately, and this applies to protecting your notes and equipment as well as yourself.

…a simple quick check, can make or break a visit, arranging to go on sunny day will also give you the best site photographs, which could also be used in future CGI’s and presentation material. 

If the site is derelict, or has potentially dangerous or hazardous elements, it is likely that you will require personal protection equipment (otherwise known as PPE) so make sure this is organised before setting off.

As a minimum you want to take with you a camera, a pen and an OS map. Google Maps can provide a temporary (though very basic) version, but a much preferred scaled version that can normally be obtained through your university or practice via such companies as:

• Digimap – digimap.edina.ac.uk
• Xero CAD – xerocad.co.uk
• CAD Mapper – cadm a pper.com (free account available)

As mentioned, you will want to make notes, and record everything you observe, experience and hear all over this map. So print out a couple of copies at a usable and convenient size.

A camera is essential in documenting the site, and the pictures taken during your visit are likely to be used on a daily basis throughout your project. So once again make sure you document and record everything.

Pictures should be taken from all distances, close zoomed-in sections of materials and textures along with shots of the site from a distance to include the area as a whole and within its context.

Note pads are important for obvious reasons, we prefer an A5 sized pad, as this is much easier to carry and hold than an A4 one.

Tape measures can be useful, but we never go on a site visit without a distance meter.

…and lastly if you’re visiting on your own, don’t forget to tell someone where you’ll be and take your phone with a charged battery.

Our site visit equipment check list looks something like this:

• Weather check
• Print out our “what to look for” checklist
• Site map (at least 2 copies)
• PPE equipment
• Scale ruler

If you are interested in trying our architecture site analysis symbols for your own site analysis recordings and presentation, then head over to our shop ( Here ).

FAQ’s about site visit analysis

What is included in a site analysis.

As discussed above, site analysis typically includes the following elements:

• Site location and context: Understanding the location of the site in relation to the surrounding area, including climate, topography, neighboring buildings, and accessibility.
• Physical characteristics: Examining the site’s physical features, such as its size, shape, soil type, vegetation, and water sources.
• Utilities and infrastructure: Assessing the availability of utilities such as electricity, water, gas, and sewer, as well as the infrastructure, such as roads and transportation.
• Environmental considerations: Analyzing the site’s potential environmental impact and assessing any potential hazards, such as flooding or soil stability.
• Zoning and land-use regulations: Reviewing the local zoning and land-use regulations to determine the types of uses and development allowed on the site.
• Cultural and historical context: Examining the cultural and historical significance of the site and its surrounding area.
• Demographic information: Analyzing the demographic information of the surrounding area, including population, income, and age.
• Traffic and pedestrian flow: Studying the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.

This information is used to inform the design of a building or development project, taking into account the unique characteristics and constraints of the site.

What are the steps of site analysis?

including the above, the steps involved in conducting a site analysis report typically include:

• Data Collection: Gather data and information about the site, including maps, aerial photos, zoning regulations, environmental reports, and other relevant documents.
• Site Observations: Conduct a site visit to observe and document the site’s physical and environmental conditions, such as topography, vegetation, water sources, and neighboring buildings.
• Context Analysis: Analyze the site’s location and context, including its surrounding area, access to transportation, and cultural and historical significance.
• Demographic Analysis: Study the demographic information of the surrounding area, including population, income, and age, to understand the potential market for the development project.
• Traffic and Pedestrian Flow Analysis: Study the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.
• Synthesis: Synthesize the information gathered in the previous steps to develop a comprehensive understanding of the site and its potential.
• Recommendations: Based on the analysis, make recommendations for the development of the site, taking into account the unique characteristics and constraints of the site.

These steps help architects and planners to gain a deeper understanding of the site and to make informed decisions about the design and development of a building or project.

Every design project begins with site analysis … start it with confidence for free!.

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8 Reasons Why Site Visits Are The Best Learning Experience

Whether you are just starting out in the field of architecture or an architect with 40 years of experience, site visits play a central role to our professional development. Most of the times, site visits take place during the construction phase of a project. It is during this stage where a team of multidisciplinary professionals physically get together to realize things previously drawn on paper in real, three-dimensional space. This long and complex process inevitably presents a series of challenges, but precisely so, it offers unique learning opportunities for architects , designers , and everyone else involved. From gaining professional knowledge to developing important life skills, here are eight reasons why site visits are the best learning experience:

1. Site visits allow for an authentic and accurate experience of the space.

While we may think we know a space or building inside out from all the overtime put into drawing plans, elevations, and sections, not to mention creating photorealistic renderings, site visits might prove that the actual space turns out looking and feeling a lot different from what we had envisioned. Physical factors such as time of day, temperature, and human traffic all affect our perception of a space or building, but the effects of these can never be conveyed sufficiently through mere two-dimensional drawings and it is by being on-site that we experience these factors at work and get an accurate understanding of the space.

2. Sometimes, site visits before the design phase of a project is crucial in helping us understand the local culture of a place.

When a project is located in a place unfamiliar to us, a site visit not only allows us to conduct site analysis, but also exposes us to the local way of life and the unique culture of the place. No amount of research in the office can beat being on-site and being physically and psychologically immersed within the environment. This is important so that we can create design solutions that are sensitive and responsive to the particular needs and characteristics of a place.

3. We learn most of the specifics of construction and construction methods on-site.

It is widely agreed among professionals that architectural education in schools rarely does a good job of exposing students to methods of construction. Schools are focused on teaching students to think conceptually and to sell their architectural designs, but when it comes to actual materials and construction, being on-site lets us witness how different materials and components come together and the processes and mechanisms involved in building. In fact, ask any professional in the field and they are likely to tell you that most of their knowledge of construction came from years of on-site experience.

4. Site visits allow us to learn from the expertise of other professionals.

Most of the times, site visits mean meeting professionals of other fields. Through our discussion of problems and solutions with professionals such as engineers, contractors, and electricians, we not only gain knowledge of other disciplines that will be helpful to our work, but more importantly see their expertise being applied in real life on the job site. Understanding aspects of a design from their perspective also helps us foresee and prevent potential problems in our design proposals.

5. Site visits expose us to concerns of safety.

Probably one of the first images that comes to mind when we speak of a construction site is that of people wearing helmets, and this shows just how important safety is on-site. When drawing or specifying a curtain wall glass panel on the computer, we do not have to personally deal with the physicality and weight of this massive material. At a site visit, however, the physical presence of large and heavy materials poses an immediate threat to our safety. An awareness of on-site safety is crucial to a smooth and successful construction process.

6. Site visits train us to think and make decisions on our feet.

When a project runs into a problem at the construction site, architects and designers often need to have discussions with other professionals to arrive at a decision on the spot. From a substitution of materials to signing an agreement, these things force us to be alert to various factors and consequences under a tight time constraint. Many of these decisions have major impacts on a project timeline and cost, so it is important to have the critical awareness and thinking skills needed to make such decisions when they are required of us.

7. Discussions and negotiations during site visits build our interpersonal and communication skills.

As different disciplines often have different methods of working, discussions and negotiations with a multidisciplinary team on-site require us to have good communication skills so that we can effectively convey our thoughts and relate to everyone involved. These conversations allow us to build interpersonal skills and learn from the various communication and working strategies of other professionals so that we become better at collaboration, management, and leadership.

8. When things do not go as planned, site visits let us understand why and how a design failed.

Sometimes, what we draw as two-dimensional plans, elevations, sections, and construction details fail to translate successfully into three-dimensional realities. It is useful to see the physical space or materials and talk with other professionals on-site to understand exactly how and why a design did not turn out the way we envisioned. Such experiences will give us the necessary foresight to prevent similar mistakes in the future projects.

Ultimately, site visits not only allow us to gain more technical and practical knowledge about materials and construction processes, but also offer opportunities to build valuable life skills that we can apply in our daily lives. Nonetheless, all these learning opportunities are only as much as we make of them. By paying more attention to the processes and complexities at a site visit, we might make our experience much more interesting and meaningful than it appears to be.

Lisa graduated in 2018 with a Bachelor’s degree in interior design and a few internship experiences. She is currently completing her Master’s degree in art history and studying architectural renderings for her thesis. Her passion is thinking critically about everything architecture: from architectural movements to contemporary professional practices.

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6 Engineering Site Visit Checklist Tips to Know

An engineering site visit checklist is critical for most projects. It’s the reality check that keeps designs grounded in the real world.

Site visits are the ultimate way to get up close and personal with a project and the client. You’ll usually find yourself making site visits during these project stages:

• Project kickoff to grasp the work scope
• Design phase to fine-tune project details
• Construction phase to tackle problems
• Start-up post-construction to ensure everything’s running smoothly

To make the most of each site visit, follow my 6 engineering site visit checklist tips. I’ll focus on design phase visits, but these takeaways apply to all stages. Also, enjoy some rad photos from a hydroelectric facility I helped retrofit.

#1 Map out a solid plan of action for your site visit

Preparation is the name of the game. Before I set foot on a site, I know exactly what I need to do there.

Take this example: say my project is to upgrade an existing substation for increased capacity. I’d first make a list of questions for the client and items to investigate at the site.

Client questions might include:

• Do you have existing as-built drawings and specs?
• How much new load are you forecasting?
• Can you break down the existing loads?
• Are there any issues I should know about?
• Is any existing equipment causing trouble?
• How much space is there to expand the substation?
• What’s your lead time for this project?
• How much downtime can you handle during the cutover phase?
• Are other upgrades needed (e.g., security, protective relaying)?

My site investigation checklist would include:

• Confirm equipment ratings
• Measure clearances
• Snap photos inside panels (e.g., control panels)
• Inspect existing equipment (e.g., switchgear, transformers)
• Measure space for new equipment
• Check transmission and distribution line connections
• Look for facility quirks or safety concerns

Keep in mind, I might tackle some tasks over the phone or through email before the visit. This way, the client can gear up for our powwow and avoid wasting precious time.

For instance, there have been times when I forgot to mention that I needed to inspect panel X. At the site, the client told me they couldn’t access it.

Come prepared to keep site visits efficient

When you visit a site, your client will most likely show you around. You won’t have all the time in the world to explore and brainstorm on the fly. Besides, you don’t want to come across as a clueless, unprepared engineer.

So, treat a site visit like any other high-stakes meeting. Some site visits can take months to arrange, so it’s best to know exactly what you want to achieve before you even set foot on the site. You don’t want to return from the visit kicking yourself, thinking,

“DAMN! I forgot to take photos of the control panel’s interior!”

Important Note: Don’t forget to ask your client about any site safety concerns. This is crucial for your safety and everyone around you.

I’ve been to sites with live 230,000-volt equipment and experienced treacherous drives to sites where I’ve nearly met my maker .  

#2 Investigate the site thoroughly

Time to channel your inner Sherlock Holmes! Your blueprint for this detective work is the action plan you create in tip #1.

You’ll want to check if the client’s scope of work has any limitations, or if there are other issues your client forgot to mention. Sometimes, the work scope seems straightforward on paper, but once you’re on site, you uncover a whole slew of unexpected problems.

I like to compare it to our ambition to travel and colonize Mars. From Earth, the mission appears simple: send a couple of big rockets to Mars and create an artificial habitat that provides oxygen and protection from extreme cold, high radiation, and low atmospheric pressure.

However, the reality is mind-blowing. The challenges are enormous, and there’s a never-ending list of problems we haven’t even considered yet. Just take a look at some of the issues I’ve listed here when it comes to tunneling on Mars alone.

The point is, don’t just rely on what your client tells you. You’re the expert, so it’s up to you to investigate the site and determine what’s best for your client. After that, you can discuss your findings with them and fine-tune the work scope.

#3 Snap loads of pictures at the site

Nowadays, everyone has a high-end camera in their pocket with their smartphone. You can take endless top-quality photos on a whim. But, you need to know how to take great photos at a project site too.

Otherwise, when you return to your office, your photos might only cause more confusion. To avoid this, I’ll share four tips on how to take and manage pictures (and videos) effectively.

A) Organize and separate your photos on site

Picture yourself at a project site, snapping away photos, feeling like you’ve got everything under control. You think you’ll remember why and where each shot was taken. But let’s be real, once you’re back in your office, it’s a hot mess trying to figure out which photos belong where.

Imagine taking 50 pictures at location A and another 50 at locations B and C. To keep things organized, I whip out my trusty notepad, jot down the location or equipment, and snap a photo of it. Here are some examples of what I write:

• Inside building X looking at the west wall
• Inside the left-most cabinet of switchgear ‘Faulk’
• Investigating high voltage cabling of switchgear ‘Faulk’

With my digital divider in place, I only then start snapping field photos. Once I’m done, I move on to the next spot and repeat the process. Trust me, this technique is a lifesaver when you’re dealing with hundreds of photos.

B) Take photos in a patterned consistent manner

So, you want to capture the components in a 90-inch tall control panel? First, step back and get an overall shot of the panel. Then, zoom in and snap photos of the components from top to bottom.

This way, you can easily understand the mounting arrangement of the components in the zoomed-in photos. I’ve had moments where I didn’t take zoomed-out photos, and back in the office, it was a nightmare trying to follow the wiring of the components. Super frustrating!

C) Upload and organize your photos ASAP

Get those photos uploaded and organized right after your site visit, while everything’s still fresh in your head. If you missed any of the earlier photo tips, you’ll remember the details and make a note.

Next, turn each of your written notes from photo tip ‘A’ into separate folders. For example, if you took pictures at three different spots on your project site, your digital file organization would look something like this:

Main folder: Site Visit at Zeus Substation (DD/MM/YY)

Subfolders:

• Location #1
• Location #2
• Location #3

Lastly, give each of your photos a detailed name. Invest a little time now, and you’ll save yourself from future headaches.

D) Take a lot of photos

Back in the day, film was expensive, so you had to be stingy with your shots. But now, there’s no reason not to go photo-crazy! Plus, you can review the quality of each photo right there on the spot.

So go ahead, take loads of photos and even videos. They’ll only help you back at the office. I say, if a photo has even a 1% chance of being useful, take the shot! You never know when those seemingly pointless pics might save the day.

#4 Bring all your necessary supplies to the site

Depending on your field of engineering, you’ll have a bunch of supplies to bring along. My list is always pretty lengthy . Don’t expect your client to hook you up with supplies, especially since they’re paying you!

So pack for the unexpected and bring all your gear just in case. You never know when you’ll need to measure a piece of equipment or pry open a panel. If you’re not prepared, you’ll miss out on valuable data.

#5 Forge a strong connection with your client during site visits

Nothing beats getting to know your client face-to-face, right? Sure, digital communication is a breeze these days, with everyone clutching their trusty smartphones.

But, let’s be real – in-person interactions still reign supreme. That’s why I think site visits are the perfect chance to bond with your client.

Without a face to match the name, you’re just another entry on their spreadsheet. Genuine human connections, on the other hand, pave the way for deeper relationships. This usually leads to smoother project execution. Plus, your future requests are less likely to be left hanging.

#6 Show up on time for your site visit

This one’s a no-brainer, but punctuality is key. Actually, aim to be 10 to 15 minutes early. You don’t want to make a lousy impression by keeping your client waiting.

Go the extra mile to pinpoint the precise site location in advance. This might mean asking your client for map snapshots and off-the-beaten-path directions. After all, some engineering project sites can be in the boonies, with no physical address that your GPS can easily locate.

I’d recommend downloading the site map on your phone, just in case you lose signal. Alternatively, use a non-internet-dependent GPS device.

And if you’re running late, give your client a heads-up with a phone call. At the end of the day, professionalism is paramount.

Engineering site visit checklist wrap up

Site visits play a huge role in engineering projects. The better you tackle site visits, the more successful projects you’ll spearhead.

My advice? Learn about site visits specific to your engineering field . Pick the brains of seasoned engineers to discover what to look for during site visits. Then, tweak your engineering site visit checklist as needed. You might uncover something unique to your line of work that I didn’t cover.

What do you find the most important about engineering project site visits? What’s on your engineering site visit checklist?

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Author Bio: Koosha started Engineer Calcs in 2019 to help people better understand the engineering and construction industry, and to discuss various science and engineering-related topics to make people think. He has been working in the engineering and tech industry in California for well over 15 years now and is a licensed professional electrical engineer, and also has various entrepreneurial pursuits.

Koosha has an extensive background in the design and specification of electrical systems with areas of expertise including power generation, transmission, distribution, instrumentation and controls, and water distribution and pumping as well as alternative energy (wind, solar, geothermal, and storage).

Koosha is most interested in engineering innovations, the cosmos, sports, fitness, and our history and future.

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Prior to carrying out your site analysis site visit you will have undertaken your site analysis desktop study . It is important you go to site prepared, so make sure you check out that blog post before you continue with this one.

The desktop study will establish some of the specific information you will be looking for, or what equipment you may need to take with you. With any site visit it is key that you take everything you need, and get as much information as you can – because often the site can be located a good distance from you, and it costs both time and money if you keep on having to take trips back to site because you were underprepared for your first visit.

You can download our Site Visit Site Analysis Checklist by clicking the button below. It makes your site visit a whole lot easier!

There are many things you will be looking for when you carry out your site visit, and in order to record some of this information you will need to take a few items with you that will make things a bit easier.

What to take with you on your Site Visit

• Site map or plan – preferably a couple of copies so you can scribble observations on them or mark out specific features etc.
• Camera – essential. Make sure you take pictures of everything. Also, make sure you get some shots of the site from a distance so you can use these in your final images, cgi’s and so on. Also take pictures of what is opposite the site, so you can use these as reflections in windows of your design. It is so frustrating when you go to the trouble of visiting a site and come back wishing you had taken more pictures. It is a good idea to take some pictures of relevant materials in and around the site.
• Smart phone. If you have any apps that assist with taking panoramic pictures, take a few of these too. You can do some interesting stuff when you get to later design stages if you have a few panoramics to play with.
• Note book. Really important to be able to jot down any observations.
• Tape measure. Some sites may be close to hazards or situations where you will need to measure the proximity. If you have one, a disto, or laser measure could also come in handy, but not essential. I use this disto .
• Good weather! If you have a choice of when to visit the site try to pick a day when there is a bit of blue sky around. It will look better for your site photos, particularly if you are planning on using them in future presentations. And, let’s be honest, no one likes to do a site visit in the rain!

In the following video I run through all of the main points to look for when carrying out a site analysis site visit. Be sure to check it out.

Let’s get this site analysis site visit started

Before you head to site, if you are travelling alone, make sure someone knows where you are going, and what time you expect to be back. Keep that person updated.

On arrival to site, make sure you check in with the relevant person if necessary. The site could be occupied or un-occupied so make sure any owners, managers etc are aware that you have arrived and that you will be studying the site and taking photographs.

I would start by having a quick walk around the site to familiarise yourself with it generally. Take notes on what you observe, how you feel about the site, important information that you may have established from your desktop study that needs to be identified.

Next go round the site taking photographs of everything. You can never take too many photos.

After this start taking notes of any observations and scribbling down annotations on your plans. Anything is relevant, its better to write down too much than not enough.

Take your time to really get to know the site. If possible spend a bit of time there so that you can absorb the surrounding environment as well.

What to look out for

Site and surroundings.

• Site location details (road names, address, major landmarks etc)
• Current context – existing buildings, car parking, roads.
• Access to site – vehicle access, pedestrian access etc

Download our site analysis symbols for photoshop!

Check out our Desktop Study Guide – what you need to do before your site visit.

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Wow, what a useful article. There are so many things to take into consideration when doing a site visit and having them listed like this (with a checklist!) is very helpful. Thanks for a great post!

Thank you Ken 🙂

Hi Emma, thank you for your well done and insightful posts. I am not sure about the UK, but for anyone in the US I would be sure to go through the local zoning ordinances and, if your client is okay with it, reach out to the local planner. This is probably part of the desktop study, but if there are any overlay zones (e.g. historic, medical use) they should be in mind when visiting the site as well. Also, we would consider any evidence that might warrant an environmental assessment.

I appreciate your posts!

Superb informations that I found

am a retired Urban and Tourism Planner but still active in mentoring young planners, your post was really helpful and would recommend it to my students . thanks for a great job

Thank you 🙂

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Dashpivot article – Purpose of Site Visit Report

Purpose of Site Visit Report

What is the purpose of a site visit report.

A site visit report serves as a crucial tool in the realm of project management, bridging the gap between on-ground realities and managerial oversight.

Its primary purpose is to document firsthand observations, activities, and conditions of a specific site at a given time, offering a snapshot of the project's progress, challenges, and accomplishments.

By detailing these insights, the report ensures transparent communication with all stakeholders, facilitating informed decision-making.

Moreover, it fosters accountability, as any deviations or issues highlighted can be promptly addressed.

Such reports also play an essential role in risk management, as they can identify potential problems early on, enabling proactive interventions.

In essence, a site visit report is a testament to the project's trajectory, fostering informed decisions, trust, and continuous improvement

What should be in your site visit report?

The primary objectives of a site visit report include:

• Documentation: The report provides an official record of observations, discussions, and activities that took place during the visit. It can be referred to in the future to track changes, decisions, or to verify certain events or conditions at the site on the specific visit date.
• Communication: The report effectively communicates the status and conditions of a project or site to stakeholders who weren't present during the visit. This can include senior management, clients, partners, or regulatory bodies.
• Accountability: By recording findings, deviations, or issues, the report holds involved parties accountable for addressing the identified concerns. Recommendations and action items specified in the report can set a path for corrective actions.
• Decision-Making: The documented observations and recommendations can inform subsequent decisions related to the project or site. This can pertain to budget adjustments, changes in project timelines, resource allocation, or any strategic shifts.
• Risk Management: The report can identify potential risks or hazards, leading to preemptive solutions or interventions before issues escalate.
• Tracking Progress: For ongoing projects, regular site visit reports offer a sequential record of progress. By comparing consecutive reports, stakeholders can gauge if the project is on track, if quality standards are maintained, and if milestones are achieved as planned.
• Quality Assurance: The report can highlight areas where quality standards are either met or lacking, ensuring that the final output meets the expected criteria.
• Legal and Regulatory Compliance: In certain industries, maintaining a detailed site visit report is a regulatory requirement. These reports can be audited or reviewed by external agencies to ensure adherence to standards, laws, or regulations.
• Feedback and Continuous Improvement: Feedback on various aspects of the project, including performance of teams, effectiveness of methods, or utility of tools and equipment, can lead to process improvements in the future.
• Building Trust: Regular, transparent, and comprehensive reports can build trust between clients, stakeholders, and the executing team, as they provide tangible evidence of commitment, progress, and challenges.

In essence, a site visit report serves as a bridge between on-ground realities and the higher-level management or decision-making entities, ensuring that all parties are well-informed and aligned.

See a completed site visit report below to see how you can tie in the purpose to the execution of the report.

Use and customise this free Site Visit Report template

Make it easy for your team to record site visit reports.

Use a standardised site visit report template to make it quick and easy for your team to record site visit reports on site.

All the fields and sections you need are pre-built into the report, which is also customisable specific to your project or location with the drag and drop form builder.

Add sections for photos and attach them directly to your report for easy referenceability.

Take attendance and keep track in your form with tables, with multiple sign on options with even QR code scanning signatures.

Create digital site visit report processes

Site visit reports are only useful if your team has access to them when they need it, to track project progress and record new site visits easily.

Use a   site visit report app so your team can capture site visit report details on site via their mobile or tablet and sync it directly back to the office once it's submitted.

Create automated workflows to plan, conduct and sign off on site visit reports, with automatic notifications for responsible parties when the next step is ready.

Share site visit reports in a single click as professionally formatted PDF or CSV so your team, or even external 3rd parties, are always up to date.

Photos taken will have automatic timestamps, geotagging and you can add photo markup to highlight important information, defects or changes.

Site diary template

Complete and organise your daily diaries more efficiently.

Meeting Minutes template

Capture, record and organise those meeting minutes.

Progress Claim template

Streamline and automate the progress claim process to get paid faster and look more professional.

Sitemate builds best in class tools for built world companies.

About Nick Chernih

Nick is the Senior Marketing Manager at Sitemate. He wants more people in the Built World to see the potential of doing things a different way - just because things are done one way doesn't mean it's the best way for you.

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The Site Visit

Learn the key activities you should take before, during, and after the site visit.

A site visit is essential for gathering relevant site information. It helps you to:

• Meet site representatives, local officials, tribal organizations, community members, and other stakeholders.
• Establish contacts to facilitate the collection of relevant information.
• Tour the site to determine activities and possible ways that community members might be exposed to contaminants.
• Obtain first-hand knowledge of current site conditions.
• Confirm previously obtained site information.

See the key activities to take before, after, and during the site visit in the diagram below.

Key Activities Before, During, and After the Site Visit

Work with Community Members and Other Stakeholders

ATSDR broadly defines the community associated with a site as the entire population living on and around the site. Community members and community-based organizations are excellent sources of information about the site and community health concerns, including:

• Site-specific issues.
• Nature of the concerns.
• Local behavioral patterns that may influence exposures.
• Degree to which the community is involved.

Tip: Conduct the site tour before meeting with the community so that you can better understand community references and locations they may mention.

Remember: Before reaching out to any community members directly, you need to have a firm understanding of ATSDR’s process for engaging the community . While initial contact with community members and others could happen during the site visit, working with stakeholders is a process that will likely continue throughout the PHA process.

Community Contacts

Working with the community engagement specialist, health educator, and regional representative, you can typically identify a few key community contacts (individuals and organizations) by reading through government site files or talking with staff from different government agencies. Some of the individuals and community groups that you might want to contact include:

• Individual site petitioners (if any) and local residents, particularly community leaders
• Site-specific advisory boards
• Tribal organizations/leaders
• Faith-based organizations
• Local medical society and other healthcare providers
• Fishing, hunting, agricultural, conservation, and industrial organizations
• Media outlets and social media influencers
• Community organizations
• Local community environmental groups
• Staff at universities or other area academic institutions
• School principals and school nurses
• Labor unions
• Staff of local institutions and facilities near the site (e.g., childcare centers, prisons)

Cite and site and sight : they sound the same and are completely unrelated to one another in meaning, use, and history. Sigh: thanks, English.

Fear not, we have our sights set on setting these straight.

There's the usage advice, right over that way.

The Meaning and Usage of 'Cite'

Cite is usually about words, in one way or another. An article that "cites an expert" quotes that person; to "cite a recent example of something" is to mention that thing as an example. Someone "cited for" some admirable act is officially and publicly honored, but if you are legally "cited for" some wrongdoing, you are ordered to appear before the court to answer for it. Cite is from the Latin  citare  ("to rouse, call on, summon"), source too of citation and recite .

The Meaning and Usage of 'Site'

Site is about location. It can refer to the present, former, or planned location of something, such as a building's "construction site"; to a place where something important happened, as in "the site of the battle"; or to a place that is used for a particular activity, as in "an archaeological site." It's also the word in website , which is often shortened to site . Site can also function as a verb: if a building is to be "sited in" a particular location, it will be built there. Site comes from Latin situs , meaning "place, position, site."

The Meaning and Usage of 'Sight'

Sight is typically related in some way to seeing. Sight is the ability to see, but also the act of seeing ("caught sight of an eagle") and something seen ("a wonderful sight"). You can go sightseeing to see the "sights of" a city, and if you "set your sights on" something, you are figuratively looking toward it as a goal. Sight can also be used as a verb: if you "sight a whale," you see one. Sight comes from Old English  gesiht , meaning  "the faculty or act of sight, thing seen."

An Easy Way to Remember 'Cite' / 'Site' / 'Sight'

If the distinction between these words continues to elude you, we recommend you associating cite with citation , sight with eyesight , and site with situate . It's a darn sight easier than straight-up memorization.

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Who Gains From Elon Musk’s Visit to China?

Tesla’s C.E.O. appears to have landed a deal that moves the company closer to bringing fully autonomous driving to a giant market. But Beijing is keen to exploit the visit for its own purposes.

By Andrew Ross Sorkin ,  Ravi Mattu ,  Bernhard Warner ,  Sarah Kessler ,  Michael J. de la Merced ,  Lauren Hirsch and Ephrat Livni

Why Elon Musk went to China

Just days after Secretary of State Antony Blinken traveled to Beijing and warned China about unfair trade practices, Elon Musk landed in the Chinese capital. The Tesla boss’s meeting with China’s No. 2 official may have paid off: Musk reportedly cleared two obstacles to introducing a fully autonomous driving system in the world’s biggest car market.

The split screen again reveals the gap between Western diplomacy and corporate imperatives. Tesla has to stay committed to China even as it faces big headwinds — a conundrum that other multinationals also face, and one that Beijing is eager to exploit.

Musk is betting big on self-driving, and China is key. Tesla last week reported its worst quarter in two years as a price war hurts profit. Tesla shares have plummeted (though they’ve rebounded in recent days, and are up more than 8 percent in premarket trading) amid plans for big layoffs .

Musk has tried to reassure the market by pushing ahead with a low-cost model. Fully autonomous driving is also crucial. Musk told analysts last week that if investors don’t believe Tesla would “solve” the technological challenge that is autonomous driving, “I think they should not be an investor in the company.”

The carmaker faces challenges in its second biggest market. Heavily subsidized Chinese rivals are eating into sales, led by the Warren Buffett-backed BYD, which is vying with Tesla for the crown of world’s biggest E.V. maker.

Teslas are banned from many Chinese government sites because of concern about what data the American company collects. President Biden’s move to declare Chinese E.V.s a security threat probably won’t have made it any easier for Tesla in China.

But Musk seems to have received some good news. Beijing signaled that Tesla could roll out its self-driving system after the company passed a data security test ; the company reportedly will partner with the Chinese tech company Baidu, which will supply the mapping and navigation software for the cars.

(It also suggests that despite the speculation, targeting Tesla as retribution for a potential U.S. ban on TikTok hasn’t come to pass.)

Musk’s visit is a boost for the Chinese, too. Beijing used it to show that it still has leverage with foreign companies reliant on its market. Musk’s meeting with Li Qiang, the Chinese premier, was well-publicized across state media (and on Musk’s X) as an example of Western business playing by Beijing’s rules.

Tesla isn’t alone in bending over backward to stay in China. Many foreign carmakers are doubling down . Volkswagen has invested in companies like Horizon Robotics, a leading Chinese A.I. chip designer, and in Xpeng, a Chinese E.V. rival, even as non-German competitors say they need E.U. protection from cheap Chinese imports.

Of course, Musk has proved his doubters wrong plenty of times. But he and his foreign rivals may also have little choice.

HERE’S WHAT’S HAPPENING

Antony Blinken meets with Arab leaders about the Israel-Gaza war. The secretary of state is holding talks with officials including Prince Faisal bin Farhan, the foreign minister of Saudi Arabia, in Riyadh about issues such as Israeli hostages and a path to a Palestinian state. Meanwhile, the nonprofit World Central Kitchen said it would resume operations in Gaza , nearly a month after targeted Israeli military strikes there killed seven of its workers.

Shares in Philips soar after a smaller-than-expected sleep apnea settlement. The Dutch company’s stock jumped 45 percent on Monday after it set aside about €982 million ($1 billion) to cover costs tied to U.S. claims over faulty sleep apnea devices.

Taylor Swift’s latest album breaks records. “The Tortured Poets Department” debuted atop the Billboard 200 chart with the equivalent of 2.61 million albums sold in its first week and 891 million streams, the biggest ever streaming week for an album. Swift is now tied with Jay-Z for the most No. 1 albums by a solo artist despite some concerns about her oversaturating the market .

What a big shake-up means for Paramount’s deal talks

The chaotic corporate story of Paramount is about to take another dramatic twist. The media giant is expected to announce the departure of Bob Bakish, its C.E.O., as soon as Monday, even as Shari Redstone looks to sell her controlling stake.

Skydance — David Ellison’s film studio that has been in exclusive talks to do a deal with Paramount, the company behind the “Top Gun” film franchise and television assets like CBS and Nickelodeon — has put in a revised offer.

The exit of a top executive amid negotiations is unusual, and it could have implications for what happens next, DealBook’s Lauren Hirsch writes.

It puts renewed focus on a special committee overseeing the deal . A Skydance deal could personally net Redstone, who controls Paramount via the holding company National Amusements, a substantial premium for her stake, including more than $2 billion in cash .

That could invite extra legal scrutiny of a deal that’s already come under fire from several large investors who are pushing Paramount to consider a previously rejected all-cash approach from the private equity giant Apollo.

Parting with Bakish could raise tensions even further. “We’re in special committee land. Which means, from a legal standpoint, we are in church,” Jim Woolery, a veteran M.&A. lawyer and banker who has advised many special committees on deals, told DealBook. “This is not church-like — this is sloppy. This creates more risk.”

Bakish’s exit could weaken Paramount’s hand . Bakish would not be replaced by a C.E.O. but several executives would run an office of the C.E.O. Paramount’s financial footing is also in focus, with the company set to announce earnings on Monday as questions loom about the status of its pivotal cable deal with Charter , and investors clamoring for progress on its streaming ambitions.

The company is preparing for any eventuality, including no deal. It has laid out a contingency plan in which it remains independent, The Wall Street Journal reports .

T he clock is ticking. The Skydance exclusive-talks window is set to lapse on Friday (though it could be extended). And Apollo’s hand appears significantly stronger than when it last approached Paramount about a deal , given its potential partnership with Sony that would bring additional cash and operational expertise.

But an Apollo-Sony push could also face tough questions from shareholders, and even the board, including: What is the structure of their deal? And, how would they address the likely regulatory risk?

Betting on green in sports

Investors have been eager to get a piece of live sports, from stakes in teams to media rights.

Bruin Capital, the sports-focused private equity firm run by George Pyne, NASCAR’s former C.O.O., is taking a new approach, DealBook is first to report: buying a specialist in growing and maintaining stadiums’ natural grass.

Bruin is buying PlayGreen, the Netherlands-based owner of SGL, which provides technology including lighting and monitoring tools to grow natural turf. The deal values PlayGreen at about $120 million, DealBook hears.

SGL was created in 1997 to focus on sports . It scored its first big contract in 2004 with Arsenal, the English Premier League soccer club. It later expanded into the N.F.L., pro tennis (Wimbledon), cricket, horse racing and more, while surviving a trend toward artificial turf.

SGL works with about 520 stadiums, from the Green Bay Packers’ Lambeau Field in Wisconsin to Kingdom Arena in Riyadh, Saudi Arabia. “We’ve proved we can grow grass under any circumstances,” Mark Trübenbacher, SGL’s C.E.O., told DealBook.

The investment is a bet on several things, Pyne said:

Technology: The company collects enough data on its clients’ turf to predict the growth of harmful fungus and other factors.

Player safety: Highly paid athletes need to be protected, given the prevalence of injuries like A.C.L. tears in football and soccer. “The surface to play on impacts the quality of the game and the safety of the game,” Pyne said. (Trubenbacher added that interest in SGL grew after Aaron Rodgers’ season-ending injury in September.)

Expansion, especially in the U.S.: More N.F.L. teams are weighing the adoption of natural grass or hybrid turf.

There’s an artificial intelligence angle, too. Trübenbacher said that with all the data that SGL’s systems collect, his company will eventually introduce A.I. to help automate turf management.

“We know exactly when we’ve reached ideal daylight,” he said. “In the future, we’ll know when to switch off the lights. In the past, that was set by a timer.”

“Most of what he has learned about A.I. comes from working with me over all these years.”

— Demis Hassabis , on his childhood friend, former colleague and now rival, Mustafa Suleyman of Microsoft. The two grew up in London and co-founded DeepMind, the artificial intelligence research lab (acquired by Google) where Hassabis is C.E.O. The duo are among the most consequential in the A.I. sector and their companies are in a high-stakes race to dominate the sector.

The week ahead

The Fed, jobs and a busy earnings calendar — here’s what to watch:

Tuesday: Amazon, AMD, Samsung, Eli Lilly, Volkswagen, Starbucks and McDonald’s are set to release earnings. Investors also will be watching the latest eurozone inflation data for clues to the likelihood that the European Central Bank will start cutting rates in June.

Wednesday: It’s Fed decision day. Economists expect the central bank to keep borrowing costs at their highest in decades well into the autumn. On the earnings front, KKR, Mastercard, Pfizer and Devon Energy are due to report.

Thursday: Apple, the Ozempic maker Novo Nordisk, Shell, Apollo, Live Nation, and Maersk report quarterly results.

Friday: It’s jobs day. Economists polled by Bloomberg forecast that employers added roughly 250,000 jobs in April, a drop from March, but enough to keep the unemployment rate at a relatively robust 3.8 percent.

THE SPEED READ

Elliott Management has amassed a roughly $1 billion stake in Anglo American , giving it a potential say in the mining giant’s possible sales talks with BHP. (Bloomberg)

The venture capital giant General Catalyst is said to be raising nearly $6 billion for its latest investment fund. (FT)

The billionaire owner of L’Occitane is reportedly expected to buy the skin-care company’s shares he doesn’t already own, valuing the business at about $7 billion. (Bloomberg)

A former business partner of Jim Biden testified in a Kentucky bankruptcy case that Jim, President Biden’s younger brother, had worked with Qatari government officials . (Politico)

The largest Western banks operating in Russia paid Moscow more than €800 million ($857 million) in tax last year, a fourfold increase on prewar levels. (FT)

“ Ukraine Aid Lifts Defense Industry as Debate Over Profits Reignites” (WSJ)

Best of the rest

Some marketers have accused Meta’s A.I.-enabled advertising tools of blowing through their budgets , driving them off the tech giant’s platforms. (The Verge)

Calstrs, the big California public pension fund, reportedly has had to delay publishing its latest climate report because it had miscalculated the carbon footprint of its $331 billion investment portfolio. (FT)

“The Comfortable Problem of Mid TV ” (NYT)

We’d like your feedback! Please email thoughts and suggestions to [email protected] .

Andrew Ross Sorkin is a columnist and the founder and editor at large of DealBook. He is a co-anchor of CNBC’s "Squawk Box" and the author of “Too Big to Fail.” He is also a co-creator of the Showtime drama series "Billions." More about Andrew Ross Sorkin

Ravi Mattu is the managing editor of DealBook, based in London. He joined The New York Times in 2022 from the Financial Times, where he held a number of senior roles in Hong Kong and London. More about Ravi Mattu

Bernhard Warner is a senior editor for DealBook, a newsletter from The Times, covering business trends, the economy and the markets. More about Bernhard Warner

Sarah Kessler is an editor for the DealBook newsletter and writes features on business and how workplaces are changing. More about Sarah Kessler

Michael de la Merced joined The Times as a reporter in 2006, covering Wall Street and finance. Among his main coverage areas are mergers and acquisitions, bankruptcies and the private equity industry. More about Michael J. de la Merced

Lauren Hirsch joined The Times from CNBC in 2020, covering deals and the biggest stories on Wall Street. More about Lauren Hirsch

Ephrat Livni reports from Washington on the intersection of business and policy for DealBook. Previously, she was a senior reporter at Quartz, covering law and politics, and has practiced law in the public and private sectors.   More about Ephrat Livni