It is imperative for every team, company, organization, or any committee that aims to achieve whatever goal they have set or tasked with. Managers and employees alike should be able to establish a clear medium of communication for each other. Collaboration is paramount most especially in companies that are working on huge and resource intensive projects such as construction work. Every road, building, bridge, or any other infrastructure, needs meticulous planning to ensure not just its success and completion, but most importantly its durability and functionality. Everyone that is working on it, from contractors to construction workers, need to be able to participate in the overall decision making process and just keep everybody up to date.
That’s why contractors and construction managers need to hold meetings every now and then to make sure that everybody is familiar with the plan and clear up any confusions or miscommunications early on. But more often than not, meetings are not enough. You’ll need something to supplement the information dissemination in your worksite. Archive those information and present it in a summarized manner so that everyone can have something to review or use to keep track of overall progress. Good thing such documents exist, and they’re called minutes of the meeting. A tool and a document that is just as important as the meeting itself.
Minutes of the meeting are documents that contain notes of the information discussed and the events that took place in the meeting. It outlines whatever key issues or topics were talked about, motions that have been passed, decisions made, and the tasks or activities that have been delegated to the workers. It acts as a summarized outline of the events that transpired during the meeting, and a written record for those who were not able to attend. Minutes of the meetings are relatively important tools to have, especially if you want to ensure the success of your construction project. It is best to gather around and talk about the construction project even before the work begins. It helps clear things out and answers whatever questions the rest of the firm may have.
To properly acquaint yourself with the document, see what it looks like and how it works. Check out these pre-construction meeting minutes samples that we have listed down for you below. Once you’ve familiarized yourself enough, you can then use these samples as guides or even as templates for your own minutes of the meeting.
10+ Pre-construction Meeting Minutes Samples
1. Pre-construction Meeting Minutes Sample
2. Pre-Construction Meeting Minutes Format
3. Standard Pre-Construction Meeting Minutes
4. Printable Pre-Construction Meeting Minutes
5. Basic Pre-Construction Meeting Minutes
6. Pre-Construction Court Meeting Minutes
7. Maintenance Department Pre-Construction Meeting Minutes
8. Professional Pre-Construction Meeting Minutes
9. Project Pre-Construction Meeting Minutes
10. Editable Pre-Construction Meeting Minutes
11. Strategic Pre-Construction Meeting Minutes
What Is a Pre-construction Meeting Minutes?
Pre-construction meeting minutes are simply just minutes of the meeting. Only specifically written for pre-construction meetings. They operate with almost all of the same elements, only the contents vary. Minutes of the meeting are documents that contain a written record of whatever topics were discussed or issues tackled during the duration of the meeting. It can also have a multitude of purposes as well from tracking the overall progress of the project to serving as a solid reference point for the rest of the construction firm.
It reflects details such as the attendance of the meeting, a record of motions raised and decisions made, and results of a voting if voting ever happened during the meeting. It is a summary of events. When we talk about taking notes during the meeting, it’s not about writing what was said, it’s writing down the idea of the discussion rather than a verbatim transcript of words. An individual from the board is usually tasked to write the minutes, most of the time the secretary or the assistant.
What Should Be Included in a Pre-construction Meeting Minutes
The member of the group who’s appointed to write the minutes of the meeting should have a crystal clear idea of what their task is and how their supposed to do it. Whenever unsure of components such as the format of the document or the parameters in writing it, they should approach the meeting presider or board president for clarifications. Some groups may even have their own format in writing, regardless, a minutes of the meeting should contain the following details.
- Exact date and time of when the meeting took place should be reflected, following a proper dating format
- List the names of the members that were able to attend, another list of those who were tardy or absent
- Motions from the previous meeting’s minutes
- Take note of the approval’s or clarifications made regarding the minutes of the last meeting
- Decisions and motions for the current agenda
- Activities and tasks that need to be accomplished or completed
- Steps and proceedings
- Outcomes of the group decision making
- Motions that have been raised, approved and denied
- New and current issues or businesses
- Details for the next meeting
After the meeting adjourns, the designated person should be able to gather the resources they need to write the minutes of the meeting in a clear and comprehensible manner. It takes more than just writing information down on a piece of paper, you’d actually have to try to summarize it and make it presentable. Make sure to write the final minutes of the meeting while the information is still fresh in your mind. Review the contents, highlight the most important pieces of information, and seek clarification when needed.
What are the benefits of meetings?
- Ensure the the team and the rest of the members are on track with the goals of the project and the company
- Strengthen relationships within the team
- Share information and encourage group discussion
- Exchange routine feedbacks from one another
- Showcase leadership and group cooperation
Who should approve the minutes of the meeting?
Minutes are usually signed by the secretary of the board, but if it’s necessary or customary for the group, the president may also sign and approve it.
What is Pre-construction?
During pre-construction, the project architect reviews the construction documents to translate the early planning exercises into contract documents. It will then be submitted for the building permit and for the contractor to review.
Minutes of the meetings are usually sought after documents by board leaders and contractors since they provide a clear record of the main points and topics of which the meeting covered. This keeps everyone on the same page for the duration of the project and ensures that everybody can have enough time to prepare ahead.
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