One shared reference
Use an agreed drawing set, schedule and decision log. Everyone should know which revision is current and who can approve a change.
Make reviews tangible
Combine annotated plans, photographs and physical samples where practical. Video alone cannot reliably communicate colour, texture or the scale of a detail.
Agree the site relationship
Identify the local contact, site access arrangements and the inspection responsibilities in the appointment. Regular reporting is useful when it records decisions, dependencies and the next action.