How do you prepare for a site coordination meeting?

1 Set the agenda

Before you invite anyone to a site coordination meeting, you need to have a clear and concise agenda that outlines the purpose, objectives, and topics of the meeting. The agenda should also include the date, time, location, and attendees of the meeting, as well as any documents or materials that need to be reviewed or distributed. You can use a template or a software tool to create and share your agenda with the relevant parties in advance, and ask for their feedback and confirmation.

2 Review the progress

One of the main goals of a site coordination meeting is to monitor and report on the progress of your project, and identify any deviations, delays, or risks that may affect the schedule, budget, or quality. Therefore, you need to review the status of your project before the meeting, and gather any data, metrics, or evidence that support your findings. You should also prepare a progress report that summarizes the achievements, challenges, and actions of your project, and highlight any critical issues that need to be addressed or escalated.

3 Anticipate the questions

Another important aspect of preparing for a site coordination meeting is to anticipate the questions that may arise from the attendees, and prepare your answers accordingly. You should also research and understand the perspectives and expectations of the different stakeholders, and how they may affect or influence your project. For example, you may need to explain to your client why a change order is necessary, or justify to your contractor why a payment is delayed. By anticipating the questions, you can avoid being caught off-guard or giving vague or inaccurate responses.

4 Assign the roles

A site coordination meeting can be more productive and efficient if you assign the roles and responsibilities of the participants beforehand. For example, you may need to designate a facilitator, a recorder, a presenter, and a timekeeper for your meeting. The facilitator is responsible for leading and moderating the discussion, ensuring that everyone has a chance to speak and listen, and keeping the meeting on track and on topic. The recorder is responsible for taking notes, documenting the decisions and action items, and distributing the minutes after the meeting. The presenter is responsible for delivering the progress report, presenting the data and evidence, and answering the questions. The timekeeper is responsible for monitoring and managing the time, reminding the participants of the agenda and the deadlines, and signaling the end of the meeting.

5 Prepare the logistics

The last step of preparing for a site coordination meeting is to ensure that the logistics are in place and ready. This includes checking and confirming the venue, the equipment, the materials, and the attendance of the meeting. You should also test and troubleshoot any technical issues that may arise, such as the internet connection, the audio and video quality, or the software compatibility, especially if you are conducting a virtual or hybrid meeting. You should also prepare some backup plans in case of any emergencies or contingencies, such as power outages, weather disruptions, or health and safety hazards.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?