The pre-construction meeting typically takes place just before construction starts and brings together architects, contractors, and the client to plan the construction phase. In this guide, we walk through preparing and running a pre-construction meeting. We also provide a customizable agenda template, checklist, and outline of key follow-up steps to guide your projects through construction.
The objectives of a pre-construction meeting
Typically, a pre-construction meeting takes place before work begins to:
- Review the project scope and specifications: The parties review the project timeline and deliverables before work begins.
- Plan construction: The contractors and architect plan the construction phase of the project in detail.
- Identify potential issues: The meeting can cover project risks and mitigation plans. This avoids reactive measures that lead to delays.
- Establish communication protocols: Setting communication channels and the chain of command makes information sharing easy throughout the project lifecycle and builds trust between stakeholders.
- Ensure compliance: Review regulations and permit requirements to confirm that the project adheres to required standards.
Who runs a pre-construction meeting?
The senior project architect or project manager typically organizes pre-construction meetings. That may vary depending on the project structure and the firm's organizational hierarchy. In some cases, particularly for large-scale, complex projects, a dedicated meeting facilitator may coordinate the meeting. The person that runs the meeting must have in-depth knowledge of the project and the skill to guide everyone on a clear, agreed-upon plan. For this reason, the project manager is often the best person to run pre-construction meetings. The project manager’s leadership during this meeting also establishes their role as the primary point of contact and a key decision-maker throughout the project.
Key stakeholders
It is important to involve key stakeholders in pre-construction discussions. Not soliciting their input at this critical stage can lead to misalignment when work begins. Use visual aids — such as 3D models, BIM, and videos — to illustrate complex ideas. Avoid jargon to reduce the barriers to participation for stakeholders of different experience levels or backgrounds, including the client. It is the role of the meeting facilitator to manage conflict and maintain a constructive discussion. If consensus cannot be reached, document the differing viewpoints.
Preparing for a pre-construction meeting
The meeting facilitator must take several steps to ensure the pre-construction meeting serves its objectives.
Address Key questions
These are designed to establish planned project outcomes and to clarify the collaboration towards those objectives. Questions could include:
- Has the architecture firm reviewed and approved all samples?
- Have subcontractors confirmed the timeline and start dates?
- Are mock-ups required, and what are their schedules and review processes?
- Are product data submissions reviewed for potential issues?
- Are manufacturer representatives required on-site, and when are their visits?
- What are the detailed procedures for testing and inspections?
- What is the plan for on-site material storage?
- What is the status of open submittals and RFIs?
- Is the project budget still as planned?
- Who is the primary contact for each trade?
- What is the protocol for managing changes in the project plan?
Collect required documents
Documentation to support pre-construction meetings includes:
- Architectural drawings and specifications: Contains all relevant drawings, including site plans, floor plans, elevations, and sections.
- Contracts and agreements: Includes agreements with the client, contractors, and subcontractors.
- Permit applications and approvals: Covers pending applications and recently obtained approvals.
- Site surveys and geotechnical reports: Provides information about the project site and its characteristics.
- Health and safety plans: Documents safety protocols, emergency procedures, and risk assessments.
- Previous meeting minutes and correspondence: Includes meeting minutes from preliminary meetings, and important emails that may impact project decisions.
- Vendor and supplier information: Lists key suppliers, product specifications, and lead times.
Create a pre-construction meeting agenda
Draft an agenda for your pre-construction meeting and share it with stakeholders as early as possible before the meeting date. Listing agenda items ensures that no critical item is missed. Sharing the agenda in advance allows stakeholders to prepare and provide feedback.
Assign a minute-taker or use AI software for meeting minutes
Pre-construction meeting minutes are a record of key discussions, decisions, and action items. Good minutes help align stakeholders and avoid misunderstandings that can lead to project delays. Minutes also protect the firm in case of disputes.
Traditionally, the minute-taker is often the project architect or project manager. Running the meeting and simultaneously taking minutes can be a challenging, time-consuming task. As a result, many firms have adopted artificial intelligence software to automate meeting minutes. Cogram is one such AI software, with specialized capabilities for the architecture, construction, and engineering domain.
Download a pre-construction meeting agenda template
Click below to download a detailed, well-structured agenda template for your pre-construction meetings. The template is provided in Word (docx) format, with placeholders, so that you can easily customize the format, style, and content.
Download a detailed pre-construction meeting agenda template (Word)
How to run a pre-construction meeting
Here’s a step-by-step approach on how to run a pre-construction meeting:
- Introduce Participants: Let each participant introduce themselves and their role. This helps to build rapport and ensures that everyone knows who is responsible for what.
- Review the Agenda: Go over the agenda and add or remove items if necessary.
- Discuss Project Scope: Review the project's objectives, deliverables, and timelines. Clarify any ambiguities to ensure everyone has a shared understanding of the desired outcomes.
- Address Budget Considerations: Present the budget breakdown and discuss cost control measures and any value engineering opportunities.
- Identify Risks: Discuss potential risks and build consensus on mitigation plans.
- Outline Quality Control Procedures: Explain quality assurance and quality control processes that will be implemented throughout the project.
- Review Safety Protocols: Discuss site safety measures, emergency procedures, and regulatory compliance requirements.
- Establish Communication Protocols: Establish communication channels and set up regular check-ins and reporting structures.
- Address Questions and Concerns: Allocate time for open discussion to address any outstanding questions.
- Conclude with Next Steps: Summarize the meeting and record next steps.
Use AI software for minute-taking
Documenting the complex discussions that often come up in pre-construction meetings in real time can be challenging due to the simultaneous demands of listening to the conversation, writing, and participating in discussions. Recent advancements in AI now allow firms to automate the drafting of meeting minutes. Cogram is a software platform that, uniquely, drafts automatic minutes for both in-person, hybrid, and virtual meetings. The software can generate minutes using a firm's custom template, and can accurately transcribe deeply technical jargon.
Schedule a 15-minute demo call to learn more and get set up with a free trial.
Following up after the meeting
Follow up after the meeting to ensure that action items are completed in time. Here are the key steps:
- Review Action Items: Confirm that all assigned tasks are documented and understood by the responsible parties. Follow up with team members to confirm that they are clear on their responsibilities and deadlines.
- Distribute Meeting Minutes: Send out meeting minutes promptly, ideally within one or two days. This ensures that everyone has a clear record of the meeting and can refer to it as needed.
- Set Up Follow-Up Meetings: Schedule follow-up meetings with individual stakeholders to monitor progress and identify any issues early.
- Update Project Management Platforms and Documentation: Incorporate any changes or decisions made during the pre-construction meeting into project management platforms and official project documentation.
- Start Preparing for the Next Meetings: Begin compiling agenda items and discussion points for the next project meetings based on the outcomes of the pre-construction meeting.
Download a pre-construction meeting checklist
A well-planned pre-construction meeting can help to prevent delays, budget overruns, and disputes due to miscommunication. Below we provide a detailed check-list to guide you through pre-construction meetings, from preparation to follow-up.
Download the comprehensive pre-construction meeting checklist.
To read on,
continue to Part 3, the OAC Meeting.
