Project coordination guide · Reviewed 25 October 2026
An unknown condition becomes a management problem when nobody knows who must resolve it. A decision log keeps uncertainty visible without pretending to solve an engineering question. Use it to organize a conversation with the qualified people responsible for the work. It is not a substitute for their assessments or a jobsite safety plan.
Distinguish an observation, an interpretation and a decision
“The drawing and visible pipe route differ” is an observation. “The pipe is abandoned” is an interpretation that needs evidence. “Remove it” is an action decision requiring the right authority. Mixing those statements in one casual note makes it hard to tell what has actually been established. Give each its own field.
| Field | Example entry |
|---|---|
| Reference | U-014; room 2; photo P-036 |
| Observed difference | Visible service route differs from drawing revision B |
| Unverified interpretation | Purpose and current service status unknown |
| Required reviewer | Responsible project professional to identify appropriate specialist |
| Decision evidence | Dated written response and revised drawing, if needed |
| Consequences | Affected scope, sequence, cost and access |
| Closure | Who accepted the response; when; which record supports closure |
Use three distinct states
Open means evidence or a decision is missing. Answered means an identified reviewer has responded. Closed means the response has been incorporated into the working information and communicated to the affected people. “Someone replied” and “the team has the approved revision” are different milestones.
Set a review date that reflects the affected decision. Do not use the same arbitrary deadline for every question. A choice about a finish may wait while a question affecting safe access or structural work needs immediate attention from the responsible team. An owner should not use the log to instruct hazardous work to continue while a technical issue is unresolved.
Keep the evidence attached
A meeting note saying “engineer approved” is weaker than the actual dated response with its scope and qualifications. Link the underlying document and retain the version received. If the response is conditional, copy the condition into the log and identify how its fulfillment will be confirmed. Avoid marking the issue complete just because a budget allowance exists.
Example of a useful review meeting
Review the oldest unresolved items, then those affecting the next planned activity. Ask who owns each answer and what information they need. End with a short list of decisions, missing evidence and revised target dates. This keeps the meeting focused on decisions rather than retelling the entire project history.
OSHA’s demolition technical guidance discusses a pre-demolition engineering survey and maintaining its written record. A coordination log can point to that record; it cannot replace it. The log described here is an editorial management aid, not an OSHA form.
Primary reference: OSHA Technical Manual: Demolition.