A preconstruction meeting occurs before construction begins on a building project. The meeting should cover the budget, scope, schedule, risk assessment and all details needed to complete the project.
In this post, we're going to give a brief overview of what's involved in an initial preconstruction meeting, which comes in many formats but always occurs before construction actually commences on a building project. The meeting should cover the budget, scope, schedule, risk assessment, and all necessary details needed to complete a successful project. The aim of the meeting is to set clear goals and responsibilities for the stakeholders and reduce the risk of setbacks along the way.
To ensure a successful preconstruction project, it is crucial to work with a reputable preconstruction manager or construction manager. In the pre-construction meeting, the pre-construction manager, client, and any stakeholders will discuss the elements needed to complete a construction project.
Templates and examples of preconstruction meetings are available online through public and government sources. However, an initial preconstruction meeting generally follows the format listed below.:
After allowing a short grace period for late arrivals, the meeting should begin with the preconstruction manager or leader introducing and welcoming the parties present. During the introduction, the leader will provide an overview of the agenda and items for discussion and open a forum for stakeholders to add additional items for discussion.
It is advisable to take extensive minutes during the meeting, with notes on who is expected to follow up with whom. Detailed minutes help clarify tasks and responsibilities.
All construction project stakeholders should know and understand the terms and conditions of the contract. In a preconstruction meeting, it is important to set aside some time to review the contract, the individuals involved in the project, and the obligations of each individual. It is helpful to kick off the meeting with the contract review section as it helps to ensure everyone understands their responsibilities going forwards. A list of responsibilities and titles will often be announced in alphabetical order.
A thorough analysis of the site and any existing structures, materials, or systems must be conducted to avoid costly surprises once demolition or construction begins. Any issues or potential setbacks can be shared with the stakeholders during the site condition and analysis section of the preconstruction meeting.
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If there are renders, blueprints, models, or plans ready, then the preconstruction meeting is an opportunity to review the designs. A visual reference helps all parties understand the anticipated outcome. A review of the plan for the project, including laying out the ideal timeline (subject to change), targeted goals and key metrics for success should be discussed.
Construction projects can take months or even years to complete. To ensure all the suppliers and service providers are paid and the budget is managed correctly, both the client and the construction manager need to have a clear understanding of the cash-flow situation for the duration of the project. A cash-flow analysis helps establish how much money will be available at each stage of the project and create a schedule of payments for materials, suppliers, labor, and other costs. The payment structure can be established per agreed-upon contractual terms.
Every construction project comes with inherent risks. However, these can be minimized by effective risk management procedures. In the meeting, it is helpful for the preconstruction manager to brief the stakeholders on quality control measures and the client’s quality standards requirements.
Towards the end of the preconstruction meeting, it is beneficial to offer an open forum for questions, concerns, and general input from the stakeholders. The questions are good. Questions may arise such as, who has permission to visit the site, and when? Who has authority over conflict issues? Or, If there will be leftover material at the end, who gets to keep it?
Effective communication during the preconstruction meeting ensures everyone understands their roles and helps to make expectations clear. Setting aside time for this Q & A section also means that any potential hazards or problems are more likely to be highlighted early and plans put in place to avoid them.
A successful preconstruction meeting ends with a review of the points covered, tasks assigned, and a provisional date set for the next meeting.
At the end of the meeting, everyone should have a clearer idea of their responsibilities, how they fit into the overall project, and the framework for the project’s success. Well-planned preconstruction meetings increase the likelihood of a successful construction project being carried through to completion.
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