Architect and construction meeting with constractor.
By Jim Kane, ArchitectArchitect Registration Exam, Construction and Evaluation2 min readLast udated on

Construction Meeting Best Practices

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Construction Meeting Types & Essentials

A contruction meeting is a crucial element in ensuring the seamless operation of construction projects. This article outlines the three main types of construction meetings:

Preconstruction Conference

  • Purpose: Ensure all parties are clear on who’s doing what and when before construction starts.
  • Attendees: Owner, architect, contractor, consultants, construction manager (if any), representative from project lender/AHJ (if any).
  • Preparation:
    • Schedule by the architect
    • Attendees, location, and agenda provided in advance
    • Documents shared before the meeting (project authority matrix, communications protocol, submittal schedule, schedule of values, list of subcontractors and vendors)
  • Agenda:
    • Administrative procedures (submittal and RFI procedures)
    • Submittal schedule review
    • Payment applications
    • Schedule of values (SOV)

Common Agenda Items for Preconstruction Conference Construction Meeting

  • Submittal and RFI procedures
    • Contractor’s understanding of review time
    • Time period specified in the Owner-Contractor Agreement
  • Submittal Schedule
    • Efficient staffing during construction phase
    • Appropriate review time and revisions
  • Payment Applications
    • Draft payment application submission
    • Architect’s review time (7 calendar days)
    • Regular payment schedule (typically monthly)
    • Format (AIA G702 and G703)
  • Schedule of Values (SOV)
    • Allocation of budget to line items
    • Fair and accurate representation of costs

Regular Progress Construction Meeting

  • Purpose: Monitor progress and address any issues that arise during construction.
  • Attendees: Owner, architect, contractor, construction manager (if any)
  • Agenda:
    • Progress updates
    • Review of any pending RFIs
    • Addressing any issues that have arisen

Pre-Installation Meetings

  • Purpose: Review plans and details before installation begins.
  • Attendees: Owner, architect, contractor, subcontractors, consultants
  • Agenda:
    • Review of plans and details
    • Clarification of any questions or issues
    • Coordination between subcontractors and the contractor

In conclusion, proper preparation and a well-structured agenda can make construction meetings effective and efficient. Discussions on administrative procedures, submittal schedule, payment applications, and schedule of values should be included in preconstruction conferences. Regular progress meetings are essential to monitor progress and address any issues. Pre-installation meetings are important to review plans and details before installation begins.

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By Jim Kane, Architect

Introducing Jim, an experienced architect with over 25 years of expertise in construction and building design. His passion for design and commitment to excellence has led him to specialize in sustainable development, residential infill projects, and the art of homestead architecture.

With a deep understanding of the importance of preserving existing communities and maximizing land use, Jim is dedicated to creating beautiful and functional spaces within established neighborhoods. His expertise in residential infill development allows him to seamlessly integrate new homes into existing surroundings, ensuring a harmonious blend of aesthetics and functionality.

Jim's passion for homestead architecture stems from a desire to design homes that embrace a sense of connection to the land and a self-sufficient lifestyle. By incorporating sustainable features and thoughtful design elements, he creates spaces that reflect the unique needs and values of homeowners seeking a more intentional way of living.

Recently obtaining his architecture license, Jim is excited to take his career to the next level. He remains committed to staying ahead of industry trends and continuously expanding his knowledge base. Clients can rely on him to provide innovative solutions that not only meet their needs but also prioritize sustainability and environmental consciousness.

Beyond his professional work, Jim is an avid writer and reader. Through his blog, he shares valuable insights on architecture, design, sustainable development, residential infill projects, and the art of homestead architecture. His goal is to foster a community of like-minded individuals who are passionate about creating spaces that are both functional and environmentally responsible.

Join Jim on his journey as he continues to push the boundaries of design, delivering exceptional results for his clients while championing the principles of sustainable living and the beauty of homestead architecture.

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