Effective Construction Meetings & Meeting Minutes

Construction meetings are an important part of the successful management of construction projects. Regular site meetings on a project with well-documented minutes can facilitate better communication and produce better results making it more likely that the project will be completed successfully. 

Typically, the responsibility of the General Contractor, proper meeting minutes of these construction meetings reflect the view of all stakeholders and should be a complete, reliable, and accurate documentation of the current status of the project as well as the next steps, as agreed to by all parties. This, however, is not as easy as it sounds. Proper meeting minutes require effective listening, accurate recording, and most importantly, the understanding of the risk involved if an action item is not completed as promised. 

Topics will include: 

• Conducting effective and efficient construction meetings 

• Types of construction meetings and when to have them 

• Recording accurate and factual construction meeting minutes 

• Understanding what standard topics and other topics to discuss and document 

• Importance of construction meeting minutes to manage deliverables and risk 

• Engaging project stakeholders to deliver as recorded (promised) 

• Managing actionable items 

• Understanding how construction meeting minutes become permanent records 

• Distribution and follow-up 

Upon successful completion of this workshop participants will be able to: 

• Create and implement a construction meeting protocol and meeting minute process and procedure 

• Have a greater understanding of the need to listen effectively and to record accurate and factual construction meeting minutes 

• Improve project outcomes and enhance project success by the actioning and delivery of project deliverables by stakeholders 

Exclusive to this workshop is a comprehensive manual that is used as a reference and guide throughout the sessions. The manual is based on accumulated knowledge gathered over 40 years in the construction industry. It is a valuable and effective tool that contains not only practical how-to’s, checklists, and templates but will also be a foundation for new processes and procedures back in the office or on the job site. 

Participants will receive an email with instructions on downloading and installing the program and the participant manual a few days before the session.  The join links for the workshop will be sent to all participants 30 minutes before the scheduled start time. 

If you have not received the first email with the download instructions and manual by the day before the session, please email training@icba.ca  and a training team member will assist you. 

Important Note: This session is designed to be an interactive experience, similar to our in-person workshops. Participants should expect to interact with the instructor and other participants.??Computers or laptops with a microphone are mandatory. ?This course will involve 100% on-screen interaction with your instructor and classmates, reading/viewing on-screen content like slides or videos, and interacting via typing with questions or responses. 

Delivery Method: Virtual Session – Adobe Connect            

Course Fee Includes: Access to the course, course materials, and a digital certificate upon completion.  

This course is delivered in partnership with local and provincial construction associations across Canada. You may be participating with a group of industry peers from multiple regions.

Sharing a single registration between two or more individuals is not permitted. Please register each person that will be in attendance.

There are no prerequisites for this course.  Please be aware that this course shares some common course material with the Site Surveying 101 session.  Participants taking both sessions may find the course material slightly repetitive.

This session would be beneficial for general contractors, subcontractors, project managers, project coordinators and field staff. 

“Overall, the course and trainer were great. Very efficient and engaging.” 

“Lee was clear and concise. Great speaker and kept my interest.” 

“Keep up the good work! It was very enjoyable, and I picked up a few things to implement!” 

1. Computer or laptop

• • This course will involve on-screen interaction with your instructor and classmates, reading/viewing on-screen content (slides or videos), and interacting via typing with questions or responses. For this reason, cell phones may not be adequate. 

  • Windows 10 or Mac iOS. 

2. Webcam (Mandatory)– in order to engage and collaborate, participants will be expected to have their webcams on for the duration of the class

3. Microphone (Mandatory)

4. Internet connection- For best results, you will want to ensure you have an internet connection with an upload/download speed of 3-5 Mbps. You can test your internet speed here. The minimum recommended speed is 1.5 Mbps, but anything below 3 Mbps may result in loss of quality or buffering. Ideally hardwired connection versus wireless for stability - connect your computer directly to your router using an ethernet cable, rather than using your home wi-fi.

5. A quiet space with minimal distractions –The microphone will be engaged for interactive sessions. Please plan to be fully engaged in the class and clear your work schedule just as you would for the in-class program.

6. Comfortable chair