“I Need Better Pictures” - January 2021

Tue, Jan 12, 2021

Mike Silvers, CPRC, Owner Silvers Systems Inc. and FRSA Technical Director

We were working on a condominium reroof in a municipality that will remain nameless, as will the building inspector who didn’t have time to inspect the renailing of the sheathing. Instead, he wanted us to document our compliance by taking pictures of the nailing with the permit number displayed for his convenience (see picture A). His approach did demonstrate a willingness to accommodate our work schedule and document our compliance but, when the initial pictures I provided were unsatisfactory to him, I wanted to explain that his need for better pictures had to be weighed against some of the other skills needed by our employees.

I needed someone willing to work in Florida’s heat and do physically demanding work. It was also important that they had some idea of how to install and repair many different roof systems. We needed to get our truck to the job, requiring a commercial driver’s license (CDL). We also needed to work safely, requiring Occupational Safety and Health Administration (OSHA) training. Our crew leaders needed organizational skills to manage the necessary paperwork. And don’t forget training on communication and people skills. So, on top of all that, I need to add amateur photographer to the job requirements? With that being said, his response was “that sounds tough to do, but I still need better pictures.”

Visual documentation has become common practice for most roofing contractors. We will usually take in-progress job pictures. We also document roof repairs showing what we found and how the problem was addressed. For many contractors, the most important pictures are taken before the job is even bid. The accuracy of the information gathered in the field, which is needed to produce an estimate, is critical. It affects whether the job will be profitable. It will also
impact how prepared you will be to perform the work. A missed detail or condition and, therefore, the lack of needed materials can cause delays, if not stop progress completely. If your company’s estimators depend on pictures when producing a bid, they may also need better pictures. I hope that this article will help you consider the process you use for taking and maintaining job pictures that will prove valuable throughout the bidding, planning and performance of your jobs. They also provide good before and after pictures for comparison during sales demonstrations.

In order to properly measure a roof, you need to establish the roof shape and dimensions. Many contractors are using subscription services with companies that produce reports (roof plans) derived from satellite pictures. These are certainly handy, as they also show the dimensions on the plans. If you use this information alone to produce your estimates without an onsite roof inspection, you should have a very well-worded contract to cover all the contingencies
that may arise from the lack of information gathered by an experienced contractor or a well-trained employee.

A & BYears ago, we found a great free tool to use when planning a roof estimate, repair or inspection. We’ve used Google Earth to review and print a picture of any roof we have not previously measured. If the roof is not obscured by trees, the picture can be used as a roof plan with dimensions and notes added. The street view feature is also useful to establish the approximate building height for access (ladder height, roof hatch, etc.). You can also produce a roof plan onsite by drawing the roof by hand. This is an acquired skill for most people; there is usually not time to do a scaled drawing, so the ability to produce a reasonable facsimile by hand is very valuable.

I am using a low-slope roof as an example here, but much of the overall approach also applies to steep-slope roofs as well. The picture order and directions shown on the roof plan is just my preferred way to take roof pictures. If your personnel follow your company’s preferred way on a consistent basis, it will eventually become part of your established routine. A consistent order will, after you become familiar with it, serve like a table of contents, guiding you to what you want to see. This will, in turn, make everyone using the pictures more productive.diagram 1

The first picture taken should identify the building. A sign showing the occupant or occupants is helpful, particularly with multi-tenant buildings. Again, use a particular order. Get the address as well. Some companies like to use a picture of the request for estimate or the work order as their first picture (see picture B).

Then I want the technician to access the roof and carefully stand near each corner of any major roof areas. They should take a picture looking along one roof edge. Then turn 90 degrees (usually) and take the next. Then turn back between the two previous shots and take one of a diagonal view across the roof (see Diagram 1, arrows 1-12). When scanning through the pictures later on, this approach makes it easier to orient yourself and establish where the pictures were
taken from. (see pictures C, D and E, below).

You need to frame your shot. If there is an obstacle blocking the view, reposition yourself slightly to shoot past it. Take the shot showing enough of the background to establish the location. A picture looking too far down at the roof will not help. Proceed to the next corner. Decide whether to go clockwise or counterclockwise but use the same direction every time. Repeat the same three-shot approach for each corner.

Once the shots from the corners have been taken, take at least one shot of each perimeter condition (see Diagram 1, arrows 13-20). For parapet walls or at the back of the mansard, back up and capture the condition (see picture F). If it is an open perimeter edge, carefully take a shot that captures the top and face of the detail (see pictures G). When shooting the perimeter look for changes in the conditions, as well as any terminations (see picture H).

C-E

 

F - N

Next, I want to see any membrane flashing in the field of the roof, expansion or control joints (see picture I, above) if applicable, followed by any curbs or similar penetrations for air conditioning, fans or roof hatches (see Diagram 1, arrow 21). Remember when taking pictures of penetrations, if one side is different, such as a conduit penetration, take the shot of that side (see picture J, above). Once the membrane flashings are completed, take pictures of any other
penetrations such as plumbing stacks, support stands, air conditioning lines, risers, etc. (see Diagram 1, arrows 22 and 23). Take at least one of each different type (see picture K, above). Internal roof drains or perimeter scuppers are next. If tapered insulation will be needed to meet the positive drainage requirements in the building code (hard to tell from a satellite picture) then the location and size of these drainage points must be plotted (measured from two established
points) to accommodate tapered insulation design.

If you see any other unusual conditions, such as depressions possibly caused by deck deterioration or other areas of concern, take one distant shot to establish the location, then take your close-up pictures (see pictures L, M and N, above). Do this with any unusual conditions.

While walking around the perimeter to take the corner pictures, look for set-up and access locations. Before leaving the roof, go back and take pictures of any possible set-up areas from above.

Once you are back on the ground, take additional pictures of the set-up area and any other pictures of the building and surroundings that may be helpful. If you feel like you have a good chance of getting the job, take pictures of existing damage, especially broken driveways and sidewalks.

Although they are not the focus of this article, there are many additional considerations that an onsite inspection should cover, such as roof core cuts (hopefully with the owner’s permission) to establish the existing roof type or types (multiple roofs), any insulation and the deck type. Interior inspections can also be helpful, particularly if the deck is exposed from the underside. An interview with the party responsible for the building maintenance can also provide valuable information. If you can access the building interior, take pictures of any ceiling staining or deterioration. This is especially important with repair pictures. These pictures will be very helpful when someone claims that it is leaking in the same spot.

Hopefully, this article can help you establish a company culture when it comes to producing “better pictures.” It can lead to more accurately-bid, better-managed and more profitable jobs.

 

FRM

Mike Silvers, CPRC is owner of Silvers Systems Inc. and is consulting with FRSA as Director of Technical Services. Mike is an FRSA Past President, Life Member, and Campanella Award recipient and brings over 40 years of industry knowledge and experience to FRSA’s team.


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