Love or hate them, construction meetings are essential for a successful project. The idea behind a good construction meeting is to ensure it’s worth everyone’s time. You can do that by taking accurate construction meeting minutes, inviting all the right stakeholders, and following up in the right ways. If that sounds a little daunting, never fear: there’s also software for that.
Today, we explore why construction meetings are so important and how to set them up for success. We’ll look at how to create an ideal agenda, ace meeting minutes and follow-up action items, and utilize the right software to your advantage.
Ready to make better use of your time and team? Let’s dive in.
Everyone has been to a meeting that could have been an email. In other words, a waste of time. Construction is no exception despite the critical role meetings play to level set on project planning and design, progress, and closeout. In general, construction meetings:
There are several types of construction meetings that happen over the lifecycle of a project. Here are a few common types:
The most pressing question many project leaders, project managers, and site supervisors wonder is who should be included in construction meetings. Of course, the who depends entirely on the type of meeting, stage of the project, and intended agenda to accomplish.
Still, meeting organizers must be careful to invite the right people for awareness. If you leave critical people out, you limit your opportunity to hear from people who matter on important subjects while there’s still time to address their thoughts.
Consider the following stakeholders in your construction meetings, if applicable:
Before we consider what meetings look like with the aid of the right software, let’s take a brief look at what a more traditional construction meeting process is like.
Typically, whoever is slated to lead the meeting spends time leading up to it setting objectives, inviting essential participants, and establishing timelines and agendas. It’s their responsibility to make sure expectations are established and communicated for all meetings – whether they are virtual or in person.
If attendees understand the expectations and process for the new meeting style, they’ll be more inclined to engage and adapt to it.
The goals during the meeting include starting on time, staying on subject, encouraging participation, etc. Without a guide, though, meetings are less likely to stay on track and more likely to run over the allotted time.
Construction meeting minutes are an essential element of the process, as they create a record of what went on. While taking minutes isn’t new, it tends to get out of hand without tools to keep them on track. People start to speak quickly, the agenda gets left behind, and the person taking the minutes gets distracted.
If you are looking to improve your construction meeting minutes, check out our free downloadable template:
After the meeting, it’s time to assign action items, review outcomes, and decisions, and send follow-up communications to stakeholders and their teams. Typically, this requires a lot of manual labor to get all the post-meeting ducks in a row. For that reason and others, having the right software on hand is best.
Today’s tech-forward world calls for the best applications to help keep your meetings on track.
The right software allows for easy sharing of project information and updates before the meeting, then streamlines the agenda creation and distribution process.
Yes, you can technically do the same in Word and Excel. However, they make it harder for team members to access and keep track of changes. With more robust meeting minute software, you can standardize your agendas and minutes. You can also attach models, drawings, and other documents to your records.
Tools like Meetings in Autodesk Build increase accessibility to critical information and make it simple to access during the meeting. Agendas and minutes can easily be exported to PDF for distribution and are automatically accessible to meeting invitees. Auto-numbering and follow-up content creation make it easier to stay consistent from the beginning to the end of your project.
With the right construction meeting software, you will have the ability to collaborate in real-time. Note-taking has never been easier, allowing you to capture detailed minutes, track accountability, and create paper trails for audits. In Autodesk Build’s Meetings, the software also allows you to centralize and organize your meeting minutes and documents, giving all stakeholders access to the information whenever they like.
Once you’ve made decisions in the meeting, you can create tasks and immediately assign them to the right individuals. That makes it much easier to capture decisions as they occur in real-time while everyone still remembers and agrees on them.
By using software to track your meetings rather than the old-school paper-and-pen method, you’ll never again have to worry about missing information (or deciphering your own chicken scratch). The right software will enable the following:
Best of all, as more project and company documentation and conversations move online, you’ll want to make sure proprietary information stays safe. You should always consult with your IT team on security certifications and implementations and only use software that offers a high degree of security from a trusted expert.
All in all, construction meetings are a reality that isn’t going anywhere soon. Because they’re so important, it’s critical you spend time choosing and using the tools that will help you do the best possible job. That means keeping track of information, bringing the right people into the loop, and generally making the most of time spent. The above tips will help you do just that.