Coordination meeting are to convey information and important aspects of the project to each member of
the project team. The key to having a successful and organized meeting is to have the following items
in place prior to the meeting.
- Create an agenda of the specific items that will be discussed at the meeting. The agenda
should be followed without interruption or discussion of other items that do not pertain to the
agenda item. Once the agenda items are complete, leave time to discuss new items that may
arise. - Invite and confirm (in writing or by telephone) attendees to the meeting. Be sure that the
attendees have the authority to commit to items/solutions discussed for there respective
companies and that they have the appropriate knowledge to discuss the agenda items. - Keep an accurate record of all conversations at the meeting including who made statements,
discussion relative to the statement, and the resolution.
Owner / Architect Meetings
Owner / Architect Coordination meetings should be held each week or as required by the work activities
being performed onsite. Aside from discussing issues that are of concern on the project, it will give you
a chance to meet face to face with the architect and owner to develop a relationship. As you grow to
know each other a level of trust will develop which will help the project in every way. Even if there are no
pressing issues, you should still hold the meeting. Giving a status report that the project is on schedule
and there are no major issues will give the owner a sense of confidence that the project team is working
well together.
One thing should be kept in mind during owner meetings. Always build trust and confidence in the eyes
of the owner and architect. Three things should be kept in mind to accomplish this. 1) Always transmit
information to the architect of the items you want to discuss before the meeting to give him a chance to
have a response in front of the owner. 2) Always have the solution if you are going to discuss a problem
and ask the owner to comment on the solution so he feels a part of the solution. Never bring up an
issue if you do not have a solution unless you have exhausted all avenues of resolution. 3) Always give
the owner and architect a heads up on potential issues. Let them know that you are currently reviewing
information and have not determined if it will impact the project, but you are working on it with the
architect. Don’t get drawn into an in depth discussion on the issue. An in depth discussion can be
initiated at the next meeting. No one likes surprises including you. If you are up front and deal in a
professional manner, people you are dealing with will treat you the same way.
The Project Manager should conduct the meetings and the Project Administrator should take and record
the meeting minutes. When the architect or owner keep the meeting minutes they will slant the minutes
toward their view as will you. It is always better to be in control of the minutes. If the architect or owner
insists on keeping the minutes, be sure to review them prior to the meeting and correct them as
necessary.
An agenda should be created that incorporates the meeting minutes from the last meeting. This can
serve as the agenda. Any new coordination issues must be discussed.
There are many items that should be discussed at a meeting. By attaching lists and logs you will
accomplish notification as well as documentation. By marking the items that are critical to the schedule,
you will prioritize the items that the architect or owner will need to resolved immediately in order not to
affect the project. Include potential questions and costs in the logs. This will keep the owner informed
of costs & questions that you are planning to submit so there are no surprises. If the owner or architect
disagrees with an item it can be discussed at that time to avoid the delays of discussing the issue after
the costs or questions are submitted and valuable time has been lost.
The following items should be reviewed at the Owner / Architect coordination meetings:
- Outstanding Requests For Information Log
- Outstanding “For Approval” Potential Change Orders or Change Order Requests Log
- “Quote In Progress” PCO’s or COR’s log to be submitted that will be submitted in the future.
- “Approved” PCO’s /COR’s log to be included in the next Prime Contract Change Order.
- Outstanding Submittals needed from the architect
- Critical submittals to be submitted
- Coordination Issues
- Short Interval Schedule and status of overall schedule
- Safety
- Owner furnished items
- Closeout
All items discussed must be documented in the meeting minutes with respect to who stated the item,
discussion of the item, and how the item will be resolved.
Subcontractor Meetings
Subcontractor Coordination meetings should be held each week without exception. Even when there
are only a few subcontractors onsite it will start to build a relationship and trust with the subcontractors.
Also, items that are not discussed in the field will be brought up in a formal meeting. Keep the meeting
short and to the point. Show the subcontractors that you are organized and they will come to the
meeting organized. Their main interest is to get back to the field to work with their crew. Remember
their time is valuable.
The Superintendent should conduct the meetings. An agenda should be created for each meeting to
increase the efficiency and reduce the time of the meetings. The meeting minutes from the last meeting
shall be reviewed and any new coordination issues must be discussed.
The following items should be reviewed at the Subcontractor coordination meetings:
- Safety – develop a list of items that are currently safety issues on the site, scaffold, ladders,
electrical, weather, clean up, fall protection, are just a few of the items that are on nearly every
project. By including and discussing these items in each meeting you will show the
subcontractors that safety is very important on the project. Always ask if the subcontractors have
noticed anything relative to safety on the project. If so, notify the responsible contractor and verify
the repairs have been made. - Coordination Issues – Depending on the trades onsite discus issues that relate to adjacent
materials, utilities and installation of finishes. The greatest risk of conflict is where the materials
of different trades come together. Get those trades talking about how they will work together. Be
the person that facilitates and leads those contractors through the installation. They are the
contractors that have the expertise, you are the contractor that sees the overall goal of the project. - Critical Requests For Information to the schedule – Ask for and document any RFI’s that are
critical to the project. Follow up to confirm that the response is provide in a timely manner after
the meeting. It is usually best to have the owner meeting after the subcontractor meeting so the
questions can be resolved at the owner meeting. - Critical Potential Change Orders to the schedule - Ask for and document any PCO’s that are
critical to the project. Follow up to confirm that the approval is provide in a timely manner after
the meeting. - Approved PCO’s to be included in the next Prime Contract Change Order.
- Outstanding Submittals from the architect – This may create conversation as to potential delays
to the project if a submittal is not approved - Short Interval Schedule and status of overall schedule – The SIS must be review and accepted
by all of the contractors. If a contractor takes issue with a duration it should be discussed and
modified or accepted prior to the end of the meeting. If not it could create an issue for the project
over the coming weeks. - Coordination with trades that are soon to come onsite – Advise the contractors who will be
coming onsite in the next few weeks. Discuss any coordination items that will be required when
they come onsite. These items can be reviewed in that contractor’s pre-installation meeting.
All items discussed must be documented in the meeting minutes with respect to who stated the item,
discussion of the item, and how the item will be resolved.
Pre-Installation Meetings
The purpose of the Preinstallation meeting is to discuss with the contractor how they will fit into the
construction of the project. By bringing the contractor together with the other related team members
many of the items that can cause problems on a project can be discussed. Remember, you and the
other team members have been on the project and are in a routine. This is you chance to bring the new
contractor up to speed so they will fit right in with minimal issues.
The contractor should have their estimator, and the foreman that will be running the project. There is no
need to review all of the project specific items if the person who will be onsite is not going to be at the
meeting
Pre-installation meetings should be held prior to a new contractor starting work onsite. The
Superintendent should conduct the meetings. Create an agenda that is tailored to the contract for
whom the meeting is being conducted. The owner, architect, engineers and other related contractors
should attend the pre-installation meeting for each contractor.
The following items should be reviewed at the Pre-installation meetings in addition to any other
contractor specific items:
- Safety and competent person inspections
- Schedule for the contractors and how they relates to other contractor’s schedules
- Contractors related specification sections
- Submittals and shop drawings
- Contract Drawings
- Requirements for Daily Reports
- Jobsite Rules
- Related materials with other contractors
- Subcontract for the contractor including inclusions and exclusions
- Requirements for Safety Meetings
- Hours of work at the jobsite
All items discussed must be documented in the meeting minutes with respect to who stated the item,
discussion of the item, and how the item will be resolved.
Pre Construction Meeting
The purpose of a pre construction meeting is to bring the owner, architect, engineer, inspectors, and
contractors together to review the overall project, schedule and procedures. Generally, the meeting is
conducted by the general contractor. An agenda should be created including the following items at a
minimum. This is the time to convey the approach of the project and how valuable working as a team
will be. This is your chance to show that your company is the leader and that by working together it will
be a successful project for all.
Always give the owner, architect, inspectors, testing lab, and consultants an opportunity to speak. Give
the contractors an opportunity to ask questions.
- WELCOME
- PROJECT INFORMATION LIST
- STREET ADDRESS OF
- PROJECT:
- OWNER:
- OWNER'S
- REPRESENTATIVES:
- PROJECT DSA INSPECTOR:
- DSA REPRESENTATIVE:
- PROJECT ARCHITECT:
- LENDER:
- PRIME CONTRACT SURETY:
- TESTING LABORATORY:
- GENERAL CONTRACTOR:
- PROJECT MANAGER:
- PROJECT ADMINISTRATOR:
- SUPERINTENDENT:
- GENERAL INFORMATION
- LINES OF COMMUNICATION
- PROJECT INSPECTION
- INSPECTION AND TESTING
- PREREQUISITE TO STARTING WORK AND FIRST PAYMENT
- SUBCONTRACT AGREEMENTS AND PURCHASE ORDERS
- INSURANCE CERTIFICATES
- BUSINESS LICENSE -
- NON-DISCRIMINATION IN EMPLOYMENT
- PROJECT HOURS
- MATERIAL DELIVERIES
- WAGE AND REPORTING REQUIREMENTS
- EMPLOYMENT UTILIZATION REPORT
- SHOP DRAWINGS AND SUBMITTAL PROCEDURES
- LONG LEAD MATERIAL AND EQUIPMENT
- CONSTRUCTION SCHEDULE / CONTRACTUAL MILESTONES
- JOBSITE MEETINGS
- LIQUIDATED DAMAGES
- SUBCONTRACTOR DAILY REPORT
- REQUESTS FOR INFORMATION (RFI)
- PAYMENT REQUESTS
- CHANGES IN THE WORK
- COST OF WORK PERFORMED BY SUBCONTRACTORS
- DELAYS AND EXTENSIONS OF TIME
- SAFETY
- HAZARDOUS SUBSTANCES REPORTING:
- EMERGENCY CONTACT LIST
- ACCIDENTS AND INJURIES
- FIRST AID FACILITIES
- RULES OF THE JOB
- ATTIRE AND CONDUCT
- CLEAN-UP
- RECORD DRAWINGS AND CONTRACT CLOSEOUT
- TEMPORARY FACILITIES
- SIGNS
- SITE SECURITY
- VEHICLE OPERATION
- PARKING PROCEDURES
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