An Important Step in Achieving Project Success

Commercial construction is complex, involving teams of architects, engineers, contractors, and suppliers, all working together for months or even years on a single project. That level of cooperation is not easy without good communication and a shared understanding of project goals.  One of the most effective ways to achieve both is with a pre-construction meeting. It provides an opportunity for the entire team to review the project and establish positive working relationships before construction even begins.

Below we review some of the most important things to consider when planning a pre-construction meeting, including:

• Timing
• Preparation
• Participation
• A Typical Agenda
• Meeting Objectives 

If possible, a pre-construction meeting should be held before the contractor mobilizes.

The sooner, the better

Why is timing important? By the time a project is ready for construction, doesn’t everyone know what to do? Actually, no. Most contractors join the team at the start of construction and may know little about the project’s critical issues or overall goals. A pre-construction meeting provides an opportunity to review the project as a whole, answer questions, and resolve issues before they lead to delays or costly rework.  If possible, a pre-construction meeting should be held before the general contractor mobilizes. This will give team members time to deal with new information and lessen the impact of any needed changes.

There will only be one pre-construction meeting, so good preparation is critical.

A detailed agenda should be submitted to the project team beforehand. Exhibits for digital display may also be needed for those participating remotely. The discussions, decisions made, and any required follow-up should be recorded, so it is important to verify in advance who will prepare the meeting minutes. This task can be assigned to any member of the project team, but is too often overlooked.

A complete and detailed agenda should be submitted to the project team beforehand.

Knowing who is involved in the project saves time and speeds up decision-making.

All main project stakeholders should participate.

The pre-construction meeting should include representatives from the design and build teams, along with major trade contractors (site work, MEP, structural framing, etc.) and consultants responsible for construction administration services. The Owner may also want to include additional stakeholders or third-party contractors involved in the initial stages of construction to coordinate their work. Participation by members of all main project teams will also strengthen working relationships and greatly improve overall efficiency.

Depending on the complexity of the project, pre-construction meetings can take some time. To help maintain good order, they are typically conducted in stages, with similar subjects grouped together.  A copy of the meeting agenda should be issued beforehand so the team can suggest additions or revisions. In general, the meeting should cover the following:

PART ONE – GENERAL OVERVIEW

• Project Summary
  This allows for a basis of understanding during the rest of the proceedings.
• Team Introductions
  Some attendees may be unfamiliar with everyone involved in the project. Putting faces to names helps to break down barriers and encourage interaction.
• Roles and Responsibilities
  Commercial construction involves dozens or hundreds of people, each with a specific role. It is important to understand what everyone is doing and who to contact in any given situation.
• Communication
  Each person has a preferred method of communication. For some, it’s email. For others, voicemail is the most effective. Identifying which they prefer will help to maintain good contact and prevent delays.
• Review and Approval
  Not every project member will be involved in all project matters. The team should define the proper flow of information, who should be included, and who will make key decisions.
• Contract Issues
  The scope of services for each project team will be covered by separate service contracts. Any issues or concerns should be addressed and resolved before construction begins.
• Change Management
  The construction contract typically spells out the exact procedure for initiating and completing all project changes. It is important that all parties under them resolve any concerns before they are encountered.
• Goals and Expectations
  Project goals must be clearly understood. This could include everything from critical schedule milestones to a definition of project success. Simply completing the project “per plans and specs” is not enough to be useful in managing a large commercial project. The more specific you can be, particularly with any Owner-driven requirements, the better.

PART TWO – DETAILED PROJECT REVIEW

• Project Details
  Now that the basics are understood, the team should review any detailed issues or concerns. These could include everything from constructability to the availability of materials or specific workforce concerns.
• Schedule, Logistics, and Safety
  The General Contractor should prepare a detailed project schedule and logistic plans for overall operations, along with a summary of safety procedures and PPE requirements for non-construction personnel.
• Risks and Opportunities
  Significant risks should be addressed, and a consensus reached on how to address them if they occur. Likewise, opportunities for cost or time savings should be discussed.
• Outstanding Issues
  Time should be left to respond to unanswered questions and any remaining issues.

The main purpose of a pre-construction meeting is to help improve the outcome of your project by focusing on several objectives:

• Ensure representatives from all project teams attend
• Focus on creating a shared understanding of project requirements and objectives
• Define clear lines of communication
• Establish mutual respect and strong working relationships
• Resolve outstanding issues before construction begins

A pre-construction meeting does not guarantee success, but it may be the single most important step you can take to help achieve it.