Construction Meeting Management

Document Type: Best Practices
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Superintendents

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Purpose

Establish best practices for conducting effective construction meetings that drive project progress.

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Types of Construction Meetings

Meeting	Frequency	Duration	Purpose
OAC Progress	Weekly	60-90 min	Owner/Architect coordination
Subcontractor Coordination	Weekly	45-60 min	Sub coordination
Foreman Meeting	Daily/Weekly	15-30 min	Field coordination
Safety Meeting	Weekly	15-20 min	Safety communication
Schedule Meeting	Weekly/Biweekly	30-45 min	Schedule review
Preconstruction	As needed	60-90 min	Project planning
Closeout	As needed	30-60 min	Closeout coordination

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Meeting Fundamentals

Before the Meeting:

Prepare:

• Agenda distributed in advance
• Materials ready
• Attendees confirmed
• Room/technology set up
• Previous minutes reviewed

During the Meeting:

Facilitate:

• Start on time
• Follow agenda
• Keep focused
• Encourage participation
• Manage time
• Capture action items

After the Meeting:

Follow Up:

• Distribute minutes (24-48 hours)
• Track action items
• Follow up on commitments
• Prepare for next meeting

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OAC Progress Meeting

Typical Agenda:

1. Safety Update (5 min)

   • Incidents since last meeting
   • Upcoming hazards

2. Schedule Review (15 min)

   • Progress vs. plan
   • 3-week look-ahead
   • Milestones
   • Issues affecting schedule

3. Budget/Cost Update (10 min)

   • Change order status
   • Pending changes
   • Budget concerns

4. Submittals/RFIs (10 min)

   • Status summary
   • Items needing attention
   • Design decisions needed

5. Quality (5 min)

   • Inspection results
   • Upcoming inspections
   • Issues

6. Coordination Issues (15 min)

   • Design issues
   • Field coordination
   • Owner decisions needed

7. Old Business (10 min)

   • Review previous action items

8. New Business (10 min)

   • New issues
   • Announcements

9. Action Items Review (5 min)

   • Summarize new items

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Subcontractor Coordination Meeting

Typical Agenda:

1. Safety (5 min)

   • Site safety items
   • Upcoming hazards

2. 3-Week Look-Ahead (15 min)

   • Week 1: Detailed
   • Week 2: General
   • Week 3: Heads up

3. Coordination (20 min)

   • Work area conflicts
   • Sequence coordination
   • Access needs
   • Material deliveries

4. Issues (10 min)

   • Current issues
   • RFI status
   • Submittal status

5. Round Table (5 min)

   • Sub questions/concerns

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Meeting Minutes

Essential Elements:

================================================================
              MEETING MINUTES
================================================================

Project: ___________________________________________________

Meeting Type: ______________________________________________

Date: ____________________  Time: ____________

Location: __________________________________________________

================================================================

ATTENDEES:
| Name | Company | Present |
|------|---------|---------|
|      |         | ☐       |
|      |         | ☐       |

DISTRIBUTION: All attendees + ______________________________

================================================================

AGENDA ITEMS:

1. [Topic]
   Discussion:
   ________________________________________________________
   
   Decision/Action:
   ________________________________________________________

2. [Topic]
   Discussion:
   ________________________________________________________
   
   Decision/Action:
   ________________________________________________________

================================================================

ACTION ITEMS:

| # | Item | Responsible | Due Date | Status |
|---|------|-------------|----------|--------|
|   |      |             |          |        |
|   |      |             |          |        |

================================================================

NEXT MEETING:

Date: ________________  Time: ____________  Location: ________

================================================================

Minutes Prepared By: ___________________  Date: _____________

================================================================

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Action Item Tracking

Action Item Requirements:

• Clear description
• Single responsible party
• Specific due date
• Status tracking

Status Categories:

• Open: Not started
• In Progress: Being worked
• Complete: Done
• Closed: Verified complete

Tracking Tips:

• Review at each meeting
• Follow up between meetings
• Escalate overdue items
• Remove when truly complete

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Effective Meeting Facilitation

Do:

• Start and end on time
• Follow the agenda
• Keep discussion focused
• Involve all attendees
• Summarize decisions
• Assign clear action items
• Manage dominant personalities

Don't:

• Let meetings run over
• Allow side conversations
• Skip difficult topics
• Leave without decisions
• Forget to follow up

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Virtual Meeting Best Practices

Technology:

• Test before meeting
• Have backup plan
• Share screen effectively
• Use mute appropriately

Engagement:

• Check in with attendees
• Use video when possible
• Shorter meetings (fatigue)
• More frequent check-ins

Documentation:

• Record if permitted
• Share screen of notes
• Send recap promptly

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Meeting Efficiency

Signs of Ineffective Meetings:

• Same topics repeatedly
• No decisions made
• Wrong people attending
• Starts late, runs over
• No follow-through

Improvement Strategies:

• Clear agendas
• Prepared attendees
• Right participants
• Time-boxed topics
• Documented outcomes
• Action item follow-up

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Related Documents

• Daily Reporting
• Schedule Management
• Subcontractor Coordination
• Owner Communication

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Software Integration

BLDR Pro:

• Meeting documentation
• Action item tracking
• Distribution lists
• File sharing

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Template provided by support.construction. Effective meetings drive project success.