Pre-Construction Meeting PDF

PRE-CONSTRUCTION MEETING What Is a Pre-Construction Meeting? A pre-construction meeting is a meeting in which the client and project team, which includes the construction company’s personnel, consultants, and contractors, get together to establish authority and communication, clarify...

PRE-CONSTRUCTION MEETING What Is a Pre-Construction Meeting? A pre-construction meeting is a meeting in which the client and project team, which includes the construction company’s personnel, consultants, and contractors, get together to establish authority and communication, clarify responsibilities, identify potential issues, and plan for a successful project before hitting the jobsite. Pre-construction meetings are held between builders, contractors, subcontractors, and other essential personnel prior to a construction project's start date to go over important information and the project timeline. Ensure all parties have a chance to voice concerns and request changes Establish a chain of communication and command Ensure everyone involved with the project is aware of their responsibilities Help avoid potential conflicts and miscommunication once the project begins Who Runs a Pre-Construction Meeting? The construction project manager typically runs the pre-construction meeting. The project manager will be responsible for gathering all of the key stakeholders and setting the agenda for the meeting Why Are Pre-Construction Meetings Important? Pre-construction meetings are important for four main reasons: 1. Ensures all parties have a chance to voice concerns and request changes: This is an opportunity for key stakeholders to raise any concerns in the interests of construction risk management. Whether anyone has questions about site conditions or wants to make revisions to the scope of work involved, a pre-construction meeting provides the right forum and perfect timing to do so. Once the project begins, it’s hard to make significant changes. 2. Establishes a chain of communication and command: The pre-construction meeting should establish who is in charge and who reports to whom. This ensures no communication breakdowns during the project. 3. Ensures everyone involved with the project is aware of their responsibilities: A good pre-construction meeting will ensure that everyone understands what their role is in the project, and it gives them an opportunity to ask clarification questions. 4. Helps avoid potential conflicts and miscommunication once the project begins: While miscommunication is inevitable during any construction project, an effective pre-construction meeting will limit them by ensuring everyone is on the same page. How to Prepare for a Pre-Construction Meeting? All parties involved in a pre-construction meeting should be ready to discuss the agenda items and come prepared to talk over their responsibilities. The more prepared everyone is, the more efficient and effective the meeting will be. Also, everyone should be as transparent as possible during the meeting to ensure everyone’s needs are met. 1. Prepare Questions Before the Meeting Happens By preparing questions beforehand, you can ensure you don’t forget to ask those critical questions before the meeting ends. Whether you have concerns about the timeframe or construction schedule or just questions about shop drawings, gather your questions before you get to the meeting. SAMPLE QUESTIONS TO ASK AT A PRE-CONSTRUCTION MEETING Are there any changes you want to make? Do you have any questions about finishes or materials? Do you know who to contact for updates on the project? Are you happy with the plans as shown? Is the budget still as planned? What are the main project milestones? Who is the main person to contact for each project?  2. Gather All Important Documents, Blueprints, and Building Plans Having all necessary documentation on hand is very important for a pre-construction meeting. These documents could be sent electronically beforehand depending on the preference of the builder or client, but they should still be brought to the meeting in case you need to pull them up for quick reference Here are a few examples of some documents you might consider bringing to the meeting: Project schedule Building material cost estimates Drawings and blueprints Site-specific safety plan Building permits Worker payment schedules 3. Finalize All Visual Aids A builder or contractor should bring diagrams, videos, and other visual aids to the pre-construction meeting. These visual aids are a great supplement to the information found in your documentation and help the team come up with more specific questions. It depends entirely on the project. For example, if you are remodeling a home, you could include a video walkthrough of the finished design, but if you were building a new parking structure, that might not be necessary. 4. Send a Copy of the Agenda Before the Meeting It is vital to send a copy of the agenda to the entire team before you start the meeting. This helps them to make their own preparations for the meeting, such as coming up with questions or being prepared to talk briefly about their own role when they are called upon. You should also send it to those who will not be at the meeting but are still invested in the project’s success. Pre-construction meeting agendas will vary based on the project. However, most pre-construction meetings should cover the following to ensure everyone is aware of what to expect once building begins. Go over all important documents and contracts with the client. Go over payments, safety plans, inspection plans, and permits. Ensure all parties are aware of the project timeline and schedule. Review and finalize the design. Discuss any potential issues and resolutions. Open the floor for questions. Walk the site or lot with everyone in attendance. Ensure all contractors and subcontractors understand their role and responsibilities in the project. Can You Make Changes after a Pre-Construction Meeting? If there are changes during the pre-construction meeting, make simple changes promptly. You generally should not submit major change orders after a pre-construction meeting because it can inflate the budget, slow down the project timeline, or even require you to hire more workers. You will need to think over the results of the meeting and carefully decide on what changes should be implemented and which should not. While verbal changes may speed up the process, any new changes should be made in writing and may require getting new signatures