Progress Meetings

Progress Meetings


The Progress Meeting, this title is preferred as it clearly describes the objective of the meeting, progress. This meeting is the one time a week when the entire team comes together to discuss the issues of the project and decide who is taking the next step to close any open problems or obstacles.

Five items to include in every meeting:

?Schedule: The superintendent should briefly recap critical items completed last week and the scheduled objective for the next three weeks. This update is not a novel but a recap.

Budget: The PM should present any Change Requests for review, discuss the status of outstanding Change requests, and be prepared to discuss the state of the overall budget. (Present and review the PCO log)

Billing: Discuss billing at every meeting, even if you note there was nothing to discuss; this keeps this important topic continuously on the table.

RFI's: Review the current RFI log for the status of open questions.

Submittals: Review the submittal log for the open status of submittals in review and advise the architect on new submittals they will receive in the following week.

Cover all of these, and you have already made tremendous progress.

The balance of the meeting is to discuss open issues requiring the entire team's attention and coordination. This time is not the forum to generate RFI's, maybe to get answers but not ask; this meeting is for the broader, more complicated issues. Once the problem is explained, the next step is to outline the options for possible solutions and then plan a course of action. Once this is established, make sure it is spelled out who is expected to take the next step, what that step is, and when it is expected to be accomplished. As the project manager and moderator, do not leave an issue until you are completely clear on these items; it is the only way to ensure progress.

? Keep the meeting focused; it is very easy for the meeting to drift on some minute detail that does not require the entire team's time to sit through, so keep an eye out for these and push through them to get to the meat. Make sure everyone has an opportunity to speak their mind; reasonable solutions come from random thoughts, so encourage participation.

? Management tip:?These can be awkward meetings, so try and keep it comfortable and formal. A table & chairs with coffee and snack is always a pleasant atmosphere.


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