Construction meeting minutes are of the same importance as any other business or sales meeting minutes. These are the parts of the important documentation that combine to establish an effective project collaboration and communication. Here are some important guidelines that might help you in writing a construction meeting minutes.
1. Start with the Header
Whether you are having a pre-construction meeting or a post-construction meeting, your minutes should have a header. In the header, you must specify the name of the project, business address, business contact number, email address, and you can also add the sample logo of your company. Meeting minutes are considered as official project records; if ever dispute happens, the minutes of both parties can be presented to an attorney. Adding the aforementioned data makes the minutes more formal.
2. Date, Time, Location, and Agenda of the Meeting
Since minutes are considered as official records, specifying the date, location, exact time when the meeting was started, and the meeting's plan and agenda are vital. These details are placed on the upper part of the document, right after the header. Among the previously mentioned details, the most important is the agenda, which is the purpose of the meeting. The agenda is the reason why everyone is gathered. Having an agenda will enable all important matters to be dealt with in good order and time.
3. List of Attendees
It is important to list down all meeting participants and those who are expected to come but were unable to attend because they will play a significant role in decision-making. In doing this part, make sure to indicate the first name, last name, and job titles. Possible attendees of a meeting include construction administration staff, major or minor contractors, designers, architects, engineers, utility companies, and local agencies or community groups.
4. Record of the Meeting
This is the part of the sample meeting minutes where you take note of all the items that are being tackled—an update about the progress of the project, scope, schedules, budget (if applicable), all arrived decisions, the safety of the workers in the site, suggestions, proposals, and recommendations. Make sure to include enough detail so that the person who did not attend will know what occurred in the meeting. Also, use appropriate words because this document will be presented to the board and to an attorney if ever miscommunication and dispute will happen.
5. Set Schedule for the Next Meeting
The last part of your meeting minutes would be an approved schedule for the next meeting. Having a plan and schedule ahead of time allows everyone to make preparations. You must specify the date of the next meeting, the personnel who approved it, and the date when it was approved.