06. Meetings, Negotiations, & Project Meeting Documentation

2011 World Bank / IMF Spring Meetings: Development Committee Meeting April 16, 2011 - Washington DC World Bank/ IMF Spring Meetings 2011. Development Committee. Photo: Simone D. McCourtie / World Bank via World Bank Photo Collection

2011 World Bank / IMF Spring Meetings: Development Committee Meeting
April 16, 2011 – Washington DC World Bank/ IMF Spring Meetings 2011. Development Committee. Photo: Simone D. McCourtie / World Bank
via World Bank Photo Collection

See you in class…

Running a Construction Meeting

1. From Caesar Abeid (2015), Construction Professional: Are You Emotionally Intelligent? Episode 50.
2. You’re Doing Meetings Wrong: Here’s How To Fix Them (2016) here

Documenting Construction Meetings

The purpose of documenting construction meetings -creating meeting minutes– is to create a record of discussions and agreements for two purposes:

  1. Resolving future disputes.
  2. Avoiding future disputes.

Meeting minutes may be in any format and are not neccessarily formal. Meeting minutes can be recorded in a quick email. BUT, all should include the following information:

  • Project information including project name and address
  • Names (with company affiliation) of attendees
  • Date and location of meeting
  • Itemized list of topics discussed, outcomes or agreements reached, and parties responsible for next action

They also typically include the following:

  • Record of all parties that receive the minutes regardless of whether they attended (cc: list)
  • Dates next to each topic item. Minutes are often re-used and built upon from one meeting to the next so the use of dates or codes lets attendees see a record of how topics have been handled in the past or when an issue was first discussed.
  • Date and location of next meeting

Remember:

Meeting Minutes and Agendas are not the same thing. An agenda is a plan for what will be discussed at a meeting. Minutes are a record of what was discussed.

Download (PDF, 297KB)

Ref: http://www.cornerstoneeg.com/2015/05/13/tips-construction-meeting-minutes/

Sample Construction Meeting Minutes

Download (PDF, 135KB)