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Subcontractor Coordination Procedures

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

Purpose​

Establish procedures for coordinating subcontractor work to ensure smooth project execution.

Coordination Principles​

  1. Plan Ahead - Coordinate before work begins
  2. Communicate Clearly - Regular meetings and updates
  3. Document Everything - Written communication
  4. Address Issues Promptly - Don't let problems grow
  5. Be Fair - Consistent treatment

Coordination Activities​

Pre-Construction:​

  • Kickoff meeting
  • Schedule integration
  • Submittal coordination
  • Procurement coordination

During Construction:​

  • Weekly coordination meetings
  • Daily supervision
  • Issue resolution
  • Schedule updates

Closeout:​

  • Punch list coordination
  • Documentation collection
  • Final payment processing

Subcontractor Kickoff Meeting​

Timing:​

Before subcontractor mobilizes

Attendees:​

  • PM and/or Superintendent
  • Sub's foreman/PM
  • Safety representative

Agenda:​

  1. Project overview
  2. Scope review
  3. Schedule review
  4. Safety requirements
  5. Communication protocols
  6. Coordination requirements
  7. Administrative requirements
  8. Questions

Kickoff Meeting Checklist:​

  • Scope of work reviewed
  • Schedule confirmed
  • Work areas identified
  • Access and logistics
  • Safety orientation scheduled
  • Submittals due dates
  • Billing requirements
  • Contact information exchanged
  • Meeting notes distributed

Weekly Coordination Meeting​

Schedule:​

Same day/time each week

Attendees:​

  • Superintendent (facilitates)
  • All active subcontractor foremen
  • PM (optional)

Agenda:​

  1. Safety (5 min)

    • Incidents/near-misses
    • Upcoming hazards
    • Safety reminders

  2. 3-Week Look-Ahead (10 min)

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

  3. Coordination Issues (15 min)

    • Conflicts to resolve
    • Sequencing issues
    • Access coordination

  4. Material/Equipment (5 min)

    • Deliveries
    • Equipment needs
    • Crane time

  5. Administrative (5 min)

    • Pay app reminders
    • Documentation needs
    • Change orders

  6. Round Table (5 min)

    • Sub concerns
    • Questions

Meeting Minutes:​

  • Document attendees
  • Record decisions
  • Note action items
  • Distribute within 24 hours

Daily Coordination​

Morning Huddle (5-10 min):​

  • Review day's activities
  • Identify conflicts
  • Coordinate access
  • Assign areas

Throughout Day:​

  • Monitor progress
  • Address conflicts
  • Communicate changes
  • Document issues

End of Day:​

  • Review completion
  • Plan tomorrow
  • Note issues

Coordination Meeting Minutes Template​

================================================================
      SUBCONTRACTOR COORDINATION MEETING
================================================================

Date: ______________  Time: ______________

Project: ___________________________________________________

Facilitator: ________________________________________________

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

ATTENDEES:
| Company | Representative | Present |
|---------|----------------|---------|
|         |                | ☐       |
|         |                | ☐       |
|         |                | ☐       |

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

SAFETY ITEMS:
___________________________________________________________
___________________________________________________________

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

3-WEEK LOOK-AHEAD:

Week 1: ___________________________________________________
___________________________________________________________

Week 2: ___________________________________________________
___________________________________________________________

Week 3: ___________________________________________________
___________________________________________________________

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

COORDINATION ISSUES:

| Issue | Parties | Resolution | Owner |
|-------|---------|------------|-------|
|       |         |            |       |
|       |         |            |       |

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

ACTION ITEMS:

| Item | Responsible | Due Date |
|------|-------------|----------|
|      |             |          |
|      |             |          |

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

NEXT MEETING: ______________________________________________

Minutes By: ____________________  Date Distributed: _________

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

Conflict Resolution​

Common Conflicts:​

  • Schedule delays
  • Work area access
  • Sequencing disputes
  • Scope questions
  • Damage claims

Resolution Process:​

  1. Identify the issue
  2. Meet with affected parties
  3. Understand perspectives
  4. Find solution
  5. Document agreement
  6. Monitor implementation

Escalation:​

  • Field level first
  • PM if unresolved
  • Management if needed
  • Per contract if necessary

Communication Standards​

All Sub Communication Should:​

  • Be clear and specific
  • Be in writing (email for important items)
  • Reference project and subject
  • Copy appropriate parties
  • Be professional

Response Times:​

  • Urgent: Same day
  • Standard: 24-48 hours
  • Routine: Within 1 week
  • Subcontract Agreement
  • Project Schedule
  • Weekly Meeting Agenda
  • Issue Log

Software Integration​

BLDR Pro:

  • Meeting documentation
  • Issue tracking
  • Schedule coordination
  • Communication logging

Template provided by support.construction. Customize with your company information.