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Preparing for a Pre-Construction Meeting

Preparing for a Pre-construction meeting

Many companies and businesses understand that the construction project team holds meetings throughout the entire process, but many forget that the pre-construction meeting can be the most crucial step. As primary stakeholders in the outcome of the construction process, you and your company will want to fully prepare for the meeting before taking any more steps.

What Happens at a Pre-Construction Meeting

Though the meaning of a pre-construction meeting may be clear, you’ll want to understand what happens at a pre-construction meeting. Information, document prep and scheduling are just a few examples of what you’ll need to know before you dive into the meeting agenda.

What Are Pre-Construction Meetings?

So, what exactly is a pre-construction meeting? In short, the meeting takes place with the general contractor, subcontractor or construction team before or right as construction begins. The meeting will often take place before anyone has built anything, although this does not have to be the case. In some instances, the team has constructed a frame for the project, installed plumbing or placed a rough foundation that will set the stage for more detailed work.

At the pre-construction meeting, you and your team will meet with the construction manager to work out the details of the build and the entire construction process. After you and the team agree on your vision for the new build, the team can pour the foundation, and the building will begin.

What Is the Importance of Pre-Construction Meeting Prep?

A pre-construction meeting is essential for defining the expectations and design requirements set by the company. If the business is not clear on what they want the build to look like beforehand, it is not likely to change or improve once the construction team starts working. A pre- construction meeting also helps define specific roles for the construction team so that everyone understands their roles and who to communicate with about questions and updates.

It will also be easier to schedule times and dates for construction once you communicate a timeline and specific roles. Some benefits of a pre-construction meeting may include fewer risks, overruns and delays.

What Is Covered in a Pre-Construction Meeting?

Remember that every member of the meeting should have access to the outline for the meeting and project agendas, as well as the contract and other essential documents. After introductions to the project owner and construction team, it should be on the pre-construction meeting agenda to cover the following information:

  • Roles: The roles of the construction team members, the business and other project personnel.
  • Responsibilities: The responsibilities of the team members throughout the construction process.
  • Chains of command: An outline of who reports to whom during construction.
  • Communication: Clear communication channels for every team member.
  • Review of documents: An overview of relevant documents about the business agreement and project details.
  • Plot plan: An outline of the lot on which the new building or constructed area exists.
  • Floor plan: A blueprint of the construction area and planned build.
  • Options sheet: Specific design expectations and relevant upgrades that will be made.
  • Overall expectations: Details on expectations for the construction process, how long the build will
    take and other relevant information.

Throughout the rest of this article, you’ll learn the best ways to prepare for each part of a pre-construction meeting. From setting an agenda to drafting documents and establishing roles, you can rest assured that you will better understand the process.

set clear expectations in a pre construction meeting

How to Prepare for a Pre-Construction Meeting

Preparing for a pre-construction meeting can be simple once you know where to start. By setting clear expectations and understanding your and your company’s needs, you can better communicate your vision to the construction team.

Set an Agenda

A meeting agenda acts as a set plan or guide for the meeting and helps to keep the members on the topic while reviewing the pre-construction checklist. You can also send out the schedule through email or hand out papers in person to inform everyone of what to expect.
Make sure you plan to introduce everyone’s names and roles so that people are aware of the key players in the project.

A meeting agenda typically includes the following:

  • Plan reviews: An overview of the blueprints, construction plan and other outlines for the project.
  • Site conditions: The current conditions of the construction site and set boundaries for the build.
  • Permits: An overview of the licenses required for the build.
  • Inspection requirements: Reviewing what inspections must be done before and after the construction.
  • Testing requirements: Reviewing what tests must happen before and after construction is complete.
  • Review of utilities: The utilities necessary for the installation of the project.
  • Storage on-site: Plans for storage of materials or supplies within the current building or on-site
  • Contract review: A review of the contract between the construction company and the business.
  • Quality control: Plans to control the build’s quality throughout the process.
  • Safety procedures: A review of safety standards and practices that team members will follow.
  • Scheduling: The current schedule and availability of team members.
  • Documents: Other relevant documents related to the construction project.
  • Communication channels: A review of who communicates to who during the process.

Prepare Documents

After setting a meeting agenda, you’ll want to prepare any relevant documents that the team members will review. The most important of these documents is the project contract, which overviews the responsibilities and rights of both parties. A contract will also contain the steps and procedures necessary for a smooth construction process.

Ensure that everyone in the meeting has access to the contract so that both parties can review the wording and fix any misunderstandings before the building starts. Other documents include:

  • Schedule: Team members can review the schedule, point out trouble spots and plan for success.
  • Payments: A payment schedule will be presented and agreed upon.
  • Permits: Permits for construction can be necessary before the process begins.
  • Cost estimates: An overview of how much the build will cost.
  • Drawings and plans: The current drawings or plans for the project.
  • Policies and procedures: A safety, site, quality and communications plan.
  • Design render: A digital or physical render of the predicted project after finishing it.

Establish Responsibilities

Establishing communication channels before the build is essential so that everyone on the team understands who to report to. You’ll also want to develop a list of who is responsible for what task or role during construction. A list may also include responsible members, construction details, a schedule for each team member and other specific considerations. Once you’ve written out each role, you may also want to include who each team member reports, establishing clear communication.

Be Ready for Dialogue

Asking questions is one of the essential parts of the process. It would help if you came prepared with specific questions that apply to your project, including questions about scheduling, the contract and other policies. While questions may vary depending on the build, some questions may include the following:

  • Who is responsible for assuring quality?
  • Who has responsibilities, and what are everyone’s titles and roles?
  • How will the construction team resolve conflicts?
  • What are the communication channels, and who has overall authority?
  • Who can visit the site and when?
  • Who gets to keep excess materials after the project?

Use Pre-Construction Services at Alta Construction

Preparing for the pre-construction meeting ensures that you establish clear communication and your vision for the project. At Alta Construction, we offer pre-construction services that assist you in carrying out your project goals. Our team of enthusiastic professionals is committed to helping you with cutting-edge technology and industry solutions.

We genuinely care about each one of our customers, locally and nationwide. A partnership with Alta Construction means
you’ll have an expert team to guide you through the construction process from beginning to end. Contact us today to
speak to an Alta representative.

Contact Alta Construction for Pre Construction Services