Types of Meetings

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Types of Meetings Pre-Mortem Project Kick-Off Profit Expectation Directors Onsite Project Team Weekly Sub Coordination OAC Project Manager Meetings Sub Precon Meetings Closeout Meetings Post Mortem Precon Page Turn OAC Subcontractor Precon Meetings	Virtual Meeting Tips Send agenda 24-hours prior to meeting Start on time Figure out how to hold others accountable before the meeting Use cameras and encourage that of your attendees Deliberately position yourself to include body language and tone just as you would in a face-to-face conversation Ensure the lighting behind and around you is appropriate Pay attention to the meeting the same as you would in person Share your screen Agenda (not while typing minutes) Jobsite camera is useful during OAC's Phasing diagrams
TYPES OF MEETINGS
Pre-Mortem Timeline: Meet 1 month after execution of contract / Final GMP Attendees: Project Team: Director, PM(s), PE(s), Superintendent(s) Precon Team: If applicable Additional: Brinkmann staff with relevant experience (product type/location/client) minimum: Superintendent, Engineer, Manager, Director, Director of Field Ops (by office), Vice President (by office) Purpose: A collaborative discussion to identify potential risks to the project. Ultimately establishing 3-5 top risks and formulate action plans to ensure risks are eliminated/mitigated. These items should be at the forefront of the team mind and revisited at each team meeting and director meetings Schedule by: Project Director A Pre-Mortem Agenda has been created and is available HERE. Additionally, the template has been created in the Procore Meeting Minutes Tool and can be added to your project by selecting "Create Meeting from Template" in the top right corner. SAMPLES Experience Senior Living DVQ Monthly Project Director Meetings Timeline: Meeting occurs approximately once a month at the project jobsite Attendees: Project Team: Director, Director of Field Ops, PM(s), PE(s), Superintendent(s) Purpose: To proactively identify potential risk and properly plan to mitigate and manage all project risks Use template in Procore Top 5 List Site Walkthrough Guidelines Risk Report Schedule by: Project Manager Project Closeout Meetings Timeline: This meeting should be held approximately 3 months prior to substantial completion Attendees: Project Team: Director, Director of Field Ops, PM(s), PE(s), Superintendent(s) Purpose: The intent of this meeting is to review all contractual and jurisdictional requirements that have to be met for us to achieve substantial and final completion on the project. This will kick-start the project closeout process, discussions with the owner and design team about closeout and punch process, along with pre-planning of all final inspections that will be needed Use template in Procore Schedule by: Project Manager	Kick-Off Meeting Timeline: This meeting should be held about 4 weeks prior to starting construction. Attendees: Project Team: Director, Field Ops, PM(s), PE(s), Superintendent(s), Director of Precon, Precon team Purpose: The intent of this meeting is to review the overall project sequencing with all parties, bring the operational team up to speed on all up front work that has been performed, assign initial project start-up tasks, transition precon information and contract negotiations to the operations team. Use Procore template Scheduled by: Project Manager Ensure meeting minutes are completed and distributed Profit Expectation Meeting Timeline: Meeting occurs at 80-85% buyout with all major trades solidified and shall be no later than within 2 months of construction start. Attendees: Project Team: Regional VP, Director, PM(s), Superintendent(s), PE(s), Director of Field Ops, Precon Team: Precon team involved in the project Optional: President, Executive VP (Required if involved in precon activities, optional if not), any other precon/bidding personnel involved not included in the above Purpose: To review and reset the gross profit expectation for the project based on the buyout status and potential risks associated with the project. Scheduled by: Project Director with Project Manager A meeting template is provided in the Meetings Tool of Procore. A general outline can be found HERE. Weekly Project Team Meetings Timeline: Meeting occurs weekly at the jobsite or online (Teams). Attendees: Project Team: PM(s), PE(s), Superintendent(s), Director is cc'd Purpose: To identify project challenges and problem solve challenges that may arise. This meeting is also a great time to track critical items such as RFIs, material procurement items, and subcontract manpower issues. This meeting should result in an ongoing to-do list for the project team to internally track and help in holding all team members accountable. If held weekly and effectively, the project teams communication will be an asset to the project. Ensure meeting minutes are completed (formal/informal) Lessons Learned Other Meetings - As Necessary MEP Coordination Door Hardware Keying (Closeout) Low Voltage Wood Panel Coordination Interior Design Tenant/Retail At Manufacturing Facility
OAC MEETINGS
OAC Meetings Timeline: Meetings to occur weekly or bi-weekly at the jobsite Attendees: Project Management: Owner, Architect Project Team: PM(s), PE(s), Superintendent(s), Director is cc'd Purpose: To identify project challenges, questions, issues, and job status to the Owner and Architect. This meeting should result in necessary answers from the Architect and/or Owner as to not delay the project Items We Don't Like Lack of accountability Too many items week after week Client advocacy doesn't mean agreeing with or not holding the owner or designers accountable. Meetings and minutes are too long Right people not being in attendance Too informal Reoccurrence of the meeting (weekly/biweekly) How to Improve the OAC Agenda Send out agenda at least 24-hours in advance Clearly state the hot list with responsibilities and due dates Discuss the most important items first Reduce time on items easily sent as action lists (RFIs, Submittals, Changes) Tracking of responsibilities and due dates Review occurrence (weekly/biweekly) Superintendent portion Limit to major activities and items needed to prevent delays Utilize other reports as aids Weekly report Reduce handouts	Agenda Suggestions Owner Update (5 minutes) This gives the owner a chance to discuss their items. Examples could be retail leases, tenants, building updates, etc. Old Business (5 minutes) Reading of open items from last OAC (old business) If items are part of the hot list they should be referenced but discussed in the next section Hot List (10 to 20 minutes) Keep this somewhere between the top 5 to 10 items These are the MOST important items for the success of the project. Without resolution, these items will result in a delay of the project. Refer to any open hot list items from previous meetings that are not yet closed. If these are behind schedule, ask direct questions of the parties responsible/accountable. Permit/Utility Update (5 minutes) As project progresses this list will drop out. Schedule Update (5-10 minutes) Milestone update Major activities Reference items within weekly report Reference any hot list items from previous section This section should be covered by the superintendent Design Items (5 minutes) Items not covered in hot list or in RFI's/Submittals Design Schedule When is the next update going to be issued? Open design items, missing information, major coordination issues RFIs (2-3 minutes) Keep this to a minimum. Should be limited to a few not covered previously If an RFI response is causing a delay, this should be covered in the hot list. This section should be covered by the project engineer. Submittals (2-3 minutes) Keep this to a minimum. Should be limited to a few not covered previously. If submittal response is causing a delay, this should be covered in hot list. This section should be covered by the project engineer. Cost Tracking (2-3 minutes) Review pertinent outstanding or upcoming cost Review any unsigned CCD's or COs Safety (1-2 minutes) Review any ongoing or upcoming high-risk activities Cover any major safety incidents or near misses in hot list Tenant Discussions This can move up as project nears completion Open discussion as needed
INTERNAL PROJECT MEETINGS
Expectations of Internal Project Meetings Why? Helps to align, coordinate, and resolve internal project related topics/concerns Document project status and overall project health Facilitate a more open dialogue between team members in a collaborative environment Utilize the Site Walkthrough Guidelines as a resource to facilitate these meetings Track lessons learned with each internal meeting. Do not save until the end. Review the hot list. Sometimes it is a good idea for everyone to bring their top 5 items to discuss, then as a group decide what the complete project list of 5 hot issues will be. Keep minutes with action responsibilities and due dates.	Agenda Suggestions Announcements / Vacations Lessons Learned Contractual time remaining Hot list items (5-10 items max) Schedule review Site Walkthrough Guidelines
SUBCONTRACTOR MEETINGS & SUBCONTRACTOR PRECON MEETINGS
Why do we have these meetings? Helps to align, coordinate, and resolve project related concerns with subcontractors Document current progress and upcoming milestones Get subcontractors talking to one another Use peer pressure to encourage conversation Expectations of Subcontractor Meetings Project Team: PM(s), PE(s), Superintendent(s) Subcontractor Team: PM (if warranted), Superintendent, Foreman (if warranted) Additional: Third Party Quality Control Scheduled: Subcontractors listed on the 4-week look ahead should attend. It is the superintendents responsibility to ensure they are notified. Timing of Subcontractor Meetings Should be held once a week Superintendents should be coordinating items daily This meeting is to formally document information with full project teams Meetings should be less than one hour long Typically the meeting should last between 30 to 45 minutes If meetings are lingering too long consider break out specific topics for other meetings. Do not tie up the entire meeting on one issue Subcontractor Meeting Locations Should be held at the Brinkmann construction trailer on the jobsite Subcontractors should be on site Utilize Microsoft Teams for any out of town participants	Meeting Topics for Subcontractor Meetings Safety Discuss current jobsite hazards Upcoming changes to the site Open items that need to be addressed Schedule & Logistics Review Brinkmann 4-week look ahead with all subcontractors Get their buy-in! Discuss our plan with the subs, and if they are able to meet goals Inspections and area turnover Current Logistics Plans Where can materials be stored? What entrances to the site can be used? What areas should be avoided? Follow-up with any changes discussed with a revised 4-week look ahead in the meeting minutes. Procurement Review upcoming deliveries to site Discuss long lead item status If materials are delayed what can be done? Submittals Open submittals What submittals are critical? What are upcoming items that could become critical? RFI's What RFI's are critical and/or slowing the job? Changes from RFI's that could affect multiple subs Any RFI's that have not be submitted to Brinkmann? Any RFI's that that need to be reopened? Pay Application Status: Remind subs of monthly cut-off dates Open waivers/pay applications Change Order Status Recently updated drawings RFI's and submittal requests that could have cost impacts Open items that are needed to finalize CCD's and/or subcontractor change orders. General Discussions: Go around the table and on the phone to allow time for anything else a subcontractor needs to discuss. Discuss any other project related items or upcoming events.
SUBCONTRACTOR PRECON MEETINGS
Why do we have these meetings? Ensure full understanding of requirements and expectations for the team, sub, and project. Attendee/Invites to Precon Meetings Project Team: PM(s), PE(s), Superintendent(s) Subcontractor Team: PM (if warranted), Superintendent, Foreman (if warranted) Additional: Safety Team, Field Ops Subcontractor Meeting Locations Should be held at the Brinkmann construction trailer on the jobsite Subcontractors should be on site Utilize Microsoft Teams for any out of town participants Subcontractor Meeting Locations Should be held at the Brinkmann construction trailer on the jobsite Subcontractors should be on site Utilize Microsoft Teams for any out of town participants