Architect and construction meeting with constractor.

Construction Meeting Best Practices

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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