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Preconstruction Meeting Management

Introduction

The preconstruction meeting represents a critical milestone in project initiation, serving as the formal kickoff with all project stakeholders. As the Project Manager, you are responsible for orchestrating this meeting to establish clear expectations, build relationships, and set the foundation for project success. This guide outlines your responsibilities before, during, and after the meeting to ensure maximum effectiveness.

Key Meeting Objectives

" Introduce the project team and establish lines of communication
" Review the project schedule and critical milestones
" Clarify documentation requirements and processes
" Define site rules, safety protocols, and quality expectations
" Address subcontractor questions and concerns

Preparation Steps

Thorough preparation is essential for conducting an effective preconstruction meeting. Complete the following steps at least one week prior to the scheduled meeting:

1. Update the Meeting Agenda Template

Locate and customize the preconstruction meeting agenda template:

Note: Marcus could not find a place in the project setup folder for such a template.

The template requires customization in the following sections:

  • Header Information
  • Job Name
  • Job Address
  • Date and Time
  • Client Name

  • Architect Name

  • OVI-GC Team Information

  • Project Manager name and contact details
  • Superintendent name and contact details
  • Assistant Project Manager name and contact details

  • Accounting contact name and details

  • Project Overview

  • Brief description of the parent company/client
  • Project type (Ground up, New Tenant Improvement, Re-Model, etc.)

  • Location description and relevant area details

  • Schedule Information

  • Master schedule completion date

  • Substantial completion date

  • Site-Specific Rules

  • Any rules specific to this project dictated by the landlord, owner, or city
  • Designated areas for parking, smoking, restrooms, and dumpsters

  • Delivery coordination requirements

  • Emergency Information

  • Name and location of nearest medical facility

Template Customization

When updating the template, ensure that all placeholders (indicated by "Insert XXX") are replaced with project-specific information. This attention to detail demonstrates professionalism and thorough preparation.

2. Coordinate Meeting Logistics

  • Schedule the meeting at least two weeks in advance
  • Reserve an appropriate venue that can accommodate all attendees
  • Prepare necessary visual aids (project plans, schedules, etc.)
  • Arrange for refreshments if the meeting is expected to be lengthy

3. Distribute Meeting Invitations

Send formal meeting invitations to all stakeholders at least one week prior to the meeting:

  • Client representatives
  • Architect and design team members
  • All subcontractors (even those starting later in the project)
  • Key OVI team members
  • Any other relevant stakeholders (building officials, utility representatives, etc.)

Critical Requirement

Include the customized agenda as an attachment with the meeting invitation to allow participants to prepare questions and relevant information in advance.

4. Review Subcontractor Documentation Status

Prior to the meeting, review the compliance status of all subcontractors:

  • Fully executed subcontract agreements
  • Insurance certificates (General Liability, Excess Liability, Auto)
  • Workers' Compensation insurance
  • I-9 Employment Eligibility verification
  • Any project-specific requirements
graph TD
    A[Review Subcontractor Status] --> B{All Documentation Complete?}
    B -->|Yes| C[Proceed with Meeting]
    B -->|No| D[Send Reminder to Subcontractors]
    D --> E[Flag for Follow-up at Meeting]
    E --> C

Conducting the Meeting

1. Meeting Structure

Follow the agenda structure to ensure all critical topics are covered:

a. Introductions (15-20 minutes)

  • Introduce OVI team members and their roles
  • Have each subcontractor introduce themselves and their company
  • Present a brief overview of the project

b. Schedule Review (15-20 minutes)

  • Present the master schedule
  • Explain the three-week look-ahead process
  • Emphasize the substantial completion date
  • Address any schedule concerns or constraints

c. Project Documentation (15-20 minutes)

  • Review contract requirements
  • Explain insurance and certification requirements
  • Discuss permit status and responsibilities
  • Detail RFI process and documentation
  • Outline Change Order procedures
  • Demonstrate Buildertrend usage and access

d. Pay Applications (10-15 minutes)

  • Specify submission deadlines and requirements
  • Explain billing procedures and documentation needs
  • Address lien release requirements

e. Project and Site-Specific Rules (10-15 minutes)

  • Detail site access and security protocols
  • Explain housekeeping expectations
  • Review delivery procedures
  • Discuss inspection requirements

f. Safety (10-15 minutes)

  • Emphasize OSHA compliance expectations
  • Explain weekly safety meeting requirements
  • Review PPE requirements
  • Detail emergency procedures and contacts

g. Quality (10-15 minutes)

  • Outline quality control expectations
  • Explain inspection and sign-off procedures
  • Discuss punch list process

h. Meetings (5-10 minutes)

  • Establish recurring meeting schedule
  • Clarify attendance expectations
  • Explain pre-installation meeting requirements

i. Open Discussion (10-15 minutes)

  • Address questions from subcontractors
  • Resolve any immediate concerns
  • Identify follow-up items

Facilitation Tip

Maintain control of the meeting while encouraging participation. Keep discussions on topic and manage time effectively to ensure all agenda items are covered. Note any topics that require follow-up after the meeting.

2. Effective Meeting Management

As the Project Manager, your role during the meeting is to:

  • Maintain a professional tone that balances authority with collaboration
  • Actively listen to subcontractor concerns and questions
  • Document action items and responsible parties
  • Manage time effectively to cover all agenda items
  • Emphasize key project requirements and non-negotiable elements
  • Build rapport with all stakeholders
  • Clarify expectations for all parties

Post-Meeting Procedures

1. Distribute Meeting Minutes

Within 24 hours after the meeting:

  1. Compile comprehensive meeting minutes including: - Attendance record - Key discussion points - Decisions made - Action items with responsible parties and deadlines

  2. Distribute minutes to all invited stakeholders via email, with a copy uploaded to Buildertrend

2. Follow Up on Action Items

  • Track all action items identified during the meeting
  • Send individual follow-up communications for specific issues
  • Ensure compliance documentation is received from all subcontractors
  • Address any outstanding questions or concerns

3. Update Project Documentation

  • Incorporate any changes or clarifications into project documents
  • Update the master schedule if needed
  • Ensure all contact information is recorded in project management systems

4. Schedule Individual Follow-ups

For subcontractors with special concerns or complex scopes:

  • Schedule individual pre-installation meetings
  • Address specific technical requirements
  • Resolve any contractual or compliance issues

Compliance Requirements

Per OVI-GC-PRO-003 Subcontractor Management Policy, ensure all subcontractors have completed the following before allowing work to commence:

  1. Fully executed subcontract agreement
  2. Proof of insurance including: - General liability - Excess liability - Automobile liability - Property damage insurance
  3. Workers' Compensation insurance
  4. Employment eligibility verification
  5. Safety orientation and onboarding

Critical Compliance Note

Subcontractors who have not completed all compliance requirements are not permitted on the job site. Any unauthorized presence will be considered trespassing and subject to removal.

Checklist for Successful Preconstruction Meetings

  • Update agenda template with project-specific information
  • Coordinate meeting logistics and send invitations
  • Review subcontractor compliance status
  • Prepare all visual aids and supporting materials
  • Conduct meeting following the structured agenda
  • Document and distribute meeting minutes
  • Follow up on all action items
  • Schedule individual pre-installation meetings as needed
  • Verify all compliance requirements before work commences

Tools and Resources

Templates

  • Preconstruction Meeting Agenda: OneDrive/Docbase/Project Setup/Files/Preconstruction Meeting Agenda.docx
  • Meeting Minutes Template: OneDrive/Docbase/Project Setup/Files/Meeting Minutes Template.docx
  • Subcontractor Compliance Checklist: OneDrive/Docbase/Project Setup/Files/Compliance Checklist.xlsx

FAQ

Q: How long should a preconstruction meeting typically last?

A: A comprehensive preconstruction meeting usually takes 1.5-2 hours. The duration may vary based on project complexity and the number of subcontractors involved.

Q: What if a key subcontractor cannot attend the meeting?

A: Request that they send an alternate representative with decision-making authority. If that's not possible, schedule a separate briefing session and provide them with meeting minutes and materials.

Q: How should disagreements or conflicts be handled during the meeting?

A: Acknowledge concerns, but avoid extended debates. Note the issue and schedule a separate discussion with relevant parties to resolve conflicts outside the main meeting.

Q: Is it necessary to conduct a preconstruction meeting for small projects?

A: Yes. While the format may be simplified, the preconstruction meeting remains essential for setting expectations and ensuring alignment among all project stakeholders, regardless of project size.