Construction meeting agendas can be written prior to beginning a particular project, during the construction and even in the closing stages of the project.
The best way for the teammates to have a good understanding between themselves is to have regular meetings which are organized by their companies with the help of a construction meeting agenda.
The objective of the meeting agenda would be to keep all parties involved in the loop to ensure everything is progressing according to schedule. It is also a method of understanding whether the entire construction team is working in unison and is following the timetable they have been provided with.
The entire objective of writing a construction meeting agenda is to ensure that different individuals belonging to various departments that are assigned the task of constructing the project get to know each other as well as begin working as a team to finish the project in hand in a timely manner.
The construction meeting agenda prepared by the company in charge of the construction needs to forward it to these leaders as and when required to ensure that the message of the top management reaches right down to every individual involved with the construction.
Plans or schedules created by the management but not conveyed to the staff is unlikely to produce the results desired. Therefore the construction meeting agenda needs to reach the table of every individual managing different responsibilities of the project.
Points to consider while drafting Construction Meeting Agendas
- The name of the project, date of completion and the teams involved in the construction must be invited to the meeting.
- The agenda must be addressed to the people responsible for a specific task.
- Information about the specific timeline for the project should be made clear on the agenda along with the target date for the completion of the project.
- Discussion of any additional workforce that may be needed during the process of construction to achieve the desired results according to the schedule must be discussed.
- Inquiries about any additional materials needed for the completion of the project must also be considered.
- Any hindrances encountered by the construction team with different aspects of the construction must be discussed and resolved.
Example of Construction Meeting Agenda 1
Pre-construction Meeting Agenda
[From Name of the Company Managing The Construction]
[Address of the Company And Contact Details]
[To All Staff Of the Company],
[Subject: Pre-construction Meeting For New Project For 5M Manufacturers]
The staff of the company is aware that we have been awarded a major contract from 5M manufacturers for the construction of their headquarters which makes it necessary for us to hold a pre-construction meeting to discuss the following aspects. The agenda for the meeting will be as follows:
- Introductions
- Names of representatives attending [list the names of all participants along with the departments they are leading].
- Discussion of the construction contract.
- Schedule for the completion of the contract.
- Review of the construction plans.
- Working area limits.
- Storage and staging areas.
- Construction safety and archaeological issues.
- Final comments and notes.
This meeting has been organized to discuss the agenda specified and the attendees representing their department are advised to prepare for the same in advance.
Sincerely,
[signature of the authorized signatory]
[name of the authorized signatory].
Example Of Construction Meeting Agenda 2
[date:]
[From Cross-Country Construction]
[Date: Date of the Meeting],
[From Name of the Individual Calling for The Meeting],
[Subject: Project Progress Meeting Agenda],
[Name of the Project For the Discussion]
Items for discussion.
1) Introduction.
2) A review of the minutes of the last meeting.
3) Project schedule — consider an updated master schedule.
4) Contingency modifications if any.
5) Request for information is required in the RFI log.
6) Contractor times.
A) Signage changes.
B) Selection of color needed.
C) Hardware.
D) Lead time for HVAC
7) Items for the engineer.
8) Items for the campus.
9) Direct purchase of materials including HVAC equipment.
10) Next meeting to be scheduled on [date of the meeting].
Sincerely,
[signature of the authorized signatory]
[name of the authorized signatory].
Conclusion
When preparing a construction meeting agenda the individual concerned must gather all the information needed from his or her supervisors because it will be crucial for the meeting.
The agenda must be prepared after collecting all the information as it is the best way to achieve success and also to ensure various departments of the project have full information on the way the project is headed.