How to Manage a Pre-Construction Meeting

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Before a big construction project begins, it’s important to get all the players together to discuss the plan and make sure there are no conflicts or issues, which will help avoid any surprises that might come up during the job. Here are some tips on how to run a pre-construction meeting and help make your project run as smoothly as possible.

  • Set up the invites. For a residential property, make sure to include both spouses in the conversation, as well as the architect, contractor, and any other person on the team that will have a hand in helping the project run smoothly. If the job is in an organized neighborhood, invite a representative; if there is a foreman who will be onsite every day during the job, make sure he or she is included as well. For a commercial property, the building owner must be present. By inviting all the people involved, this helps establish communication between the various parties.
  • Prepare for the meeting. Have all materials and information like the contract, schedule, architectural design, and list of materials that need to be selected, such as TPO color or shingle swatches. Make a list of all custom materials and their status for ordering and delivery. It’s easier to go over the plan if all the pieces are laid out, including who will manage them. Have extra design plans available or bring a copy in digital format
  • Check the contract. Make sure all parties are okay with the contract and the payment schedule. Also note what is and isn’t covered to avoid questions and going over budget later.
  • Go over responsibilities. It’s important to make sure homeowners and building owners know who is responsible for each part of the project. Specific divisions must be clear and complete. Determine who will sign off on approvals and the owner’s obligations regarding payment. Coordinate material delivery times for each trade so they don’t conflict with each other and they don’t have to work over each other.
  • Outline the day to day. Owners need to be prepared for what disruptions may occur during the workday. Let them know the start and end times, days work will take place, and what potential dangers may be present on the property, such as ladders, trucks, dumpster, debris, etc., that will impact where kids can go around the house. Make sure homeowners and building owners understand that if the weather is good, outdoor work will take priority over other aspects of the job. Also, certain applications may affect other trades, such as the use of heat welders, torchers, and spray coatings.

By getting all the construction participants on the same page, homeowners and building owners can ensure their project will achieve the best construction results.

Do you have any additional tips on running a successful pre-construction meeting?  Send us your thoughts in the comments below.

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