Skip to main content
Skip to main content

📅 Meeting Management

Construction projects live and die by communication. Well-run meetings solve problems; poorly run meetings waste everyone's time.

Key Principle

Every meeting should have a purpose, an agenda, and action items. If it doesn't need all three, it doesn't need to be a meeting.

Types of Construction Meetings​

OAC Meetings (Owner-Architect-Contractor)​

Purpose: Overall project coordination Frequency: Weekly or bi-weekly Attendees: Owner rep, architect, GC PM, key subs (as needed)

Typical agenda:

  • Safety update
  • Schedule review
  • RFI/submittal status
  • Change order status
  • Quality issues
  • Upcoming milestones
  • Action items

Coordination Meetings​

Purpose: Trade coordination Frequency: Weekly Attendees: GC super, foremen, key trades

Focus on:

  • Work sequence for next 2 weeks
  • Spatial coordination
  • Material deliveries
  • Crew levels
  • Safety concerns

Subcontractor Meetings​

Purpose: Sub-specific coordination Frequency: As needed Attendees: GC PM/super, sub PM/foreman

Topics:

  • Scope clarifications
  • Schedule issues
  • Change orders
  • Quality concerns

Safety Meetings​

Purpose: Safety awareness and compliance Frequency: Weekly (toolbox talks) + monthly (all-hands) Attendees: All workers

See our Toolbox Talks for ready-to-use topics.

Running Effective Meetings​

Before the Meeting​

Prepare:

  • Create/distribute agenda 24+ hours ahead
  • Review previous meeting minutes
  • Update schedule and logs
  • Identify key discussion items
  • Confirm attendees

Agenda should include:

  • Date, time, location
  • Attendees required/optional
  • Topics with time allocations
  • Items for decision vs. information
  • Materials to review beforehand

During the Meeting​

Start strong:

  • Start on time (don't wait for latecomers)
  • Review agenda and time allocation
  • Confirm note-taker

Keep it moving:

  • Stick to agenda topics
  • Park off-topic items for later
  • Time-box discussions
  • Summarize decisions made
  • Assign action items with owners and deadlines

End well:

  • Recap action items
  • Confirm next meeting date
  • End on time

After the Meeting​

Within 24-48 hours:

  • Distribute meeting minutes
  • Include action items clearly
  • Note decisions made
  • Attach relevant documents
  • File in project records

Meeting Minutes Best Practices​

What to Include​

  1. Header information

    • Project name
    • Meeting type and date
    • Location
    • Attendees and absentees

  2. Topics discussed

    • Brief summary of each topic
    • Decisions made
    • Different positions noted (if unresolved)

  3. Action items

    • Task description
    • Responsible party
    • Due date

  4. Next meeting

    • Date, time, location

Action Item Format​

#Action ItemOwnerDue DateStatus
1Submit revised shop drawingsABC Plumbing1/20/25Open
2Provide RFI #23 responseArchitect1/18/25Open
3Schedule concrete pourGC1/22/25Complete

Sample Meeting Minutes Format​

PROJECT MEETING MINUTES

Project: ABC Office Building
Meeting: Weekly OAC #15
Date: January 15, 2025
Location: Site Trailer

ATTENDEES:
- John Smith, Owner Rep
- Jane Doe, Architect
- Bob Builder, GC PM
- [List all attendees]

ABSENT:
- [Note key absences]

1. SAFETY UPDATE
   - No incidents this week
   - Fall protection training scheduled for 1/20

2. SCHEDULE REVIEW
   - Currently 3 days behind on steel erection
   - Recovery plan: Add crew on Saturday
   - Concrete pour confirmed for 1/22

3. RFI/SUBMITTAL STATUS
   - 5 RFIs open (see attached log)
   - RFI #18 holding up electrical rough-in
   - Decision: Architect to respond by 1/17

[Continue with each agenda topic]

ACTION ITEMS:
[Table format as shown above]

NEXT MEETING:
January 22, 2025, 10:00 AM, Site Trailer

Minutes prepared by: [Name]
Distribution: [List]

Common Meeting Problems​

Meetings Run Too Long​

Causes:

  • No agenda or time limits
  • Off-topic discussions
  • Rehashing old issues
  • Poor facilitation

Solutions:

  • Timed agenda items
  • Parking lot for off-topic items
  • Stand-up meetings for quick updates
  • Strict facilitation

No One Takes Action​

Causes:

  • Vague action items
  • No owners assigned
  • No deadlines
  • No follow-up

Solutions:

  • Specific, actionable tasks
  • Named responsible party
  • Clear deadline
  • Review status at next meeting

Wrong People Attend​

Causes:

  • Unclear who's needed
  • Fear of missing out
  • Default to inviting everyone

Solutions:

  • Required vs. optional designations
  • Specific agenda items by person
  • Let people leave after their topic
  • Share minutes with non-attendees

Decisions Don't Stick​

Causes:

  • Not documented
  • Key people absent
  • Reversed later
  • Unclear communication

Solutions:

  • Document all decisions in minutes
  • Confirm authority of attendees
  • Circulate minutes same day
  • Reference prior decisions

Meeting Frequency Guidelines​

Meeting TypeFrequencyDuration
OAC MeetingWeekly60-90 min
CoordinationWeekly30-60 min
Safety (Toolbox)Weekly10-15 min
All-Hands SafetyMonthly30-45 min
Lookahead PlanningWeekly30-45 min
Cost ReviewMonthly60 min
Executive UpdateMonthly30 min

Virtual Meeting Tips​

Technical:

  • Test connection beforehand
  • Mute when not speaking
  • Use video when possible
  • Share screen for visual items

Facilitation:

  • Call on people by name
  • Longer pauses for responses
  • Summarize more often
  • Use chat for questions

Meeting Checklist​

Pre-Meeting​

  • Agenda prepared and distributed
  • Previous minutes reviewed
  • Logs and reports updated
  • Room/technology ready
  • Attendees confirmed

During Meeting​

  • Start on time
  • Introductions (if new people)
  • Notes being taken
  • Time managed
  • Action items captured
  • Decisions documented
  • Next meeting scheduled

Post-Meeting​

  • Minutes drafted same day
  • Minutes distributed within 48 hours
  • Action items tracked
  • Files archived