Effective Construction Meetings & Meeting Minutes

In the dynamic world of construction project management, efficient communication is key to success. Construction meetings serve as vital forums for collaboration, decision-making, and progress tracking. However, without proper structure and documentation, these meetings can become ineffective and inefficient. 

In this workshop, we will delve into the essential elements of conducting productive construction meetings and creating accurate meeting minutes. Meticulous meeting minutes from construction meetings offer a comprehensive reflection of all stakeholders' perspectives. They serve as crucial documentation, providing an accurate portrayal of the project's current status and outlining agreed-upon next steps by all parties involved. However, achieving this level of precision is no simple task. Proper meeting minutes demand effective listening, precise recording, and, most importantly, a clear understanding of the risks associated with unfulfilled action items. 

Mastering the art of effective construction meetings and meeting minutes is essential for achieving project goals and delivering successful outcomes. Join us as we uncover strategies and best practices to enhance your meeting management skills and elevate your project management capabilities. 

The workshop will cover:

• Facilitating productive and streamlined construction meetings
• Identifying various types of construction meetings and their optimal timing
• Capturing precise and factual construction meeting minutes
• Recognizing standard agenda topics and additional discussion points for documentation
• Highlighting the significance of construction meeting minutes in project deliverable and risk management
• Encouraging project stakeholders to fulfill recorded commitments
• Effectively managing actionable items arising from meetings
• Appreciating the transformation of construction meeting minutes into permanent records
• Implementing efficient distribution and follow-up procedures

This workshop offers a unique resource: a comprehensive manual serving as a reference and companion throughout the sessions. Drawing upon over 40 years of collective experience in the construction industry, this manual is a valuable asset. It provides practical how-to guides, checklists, and templates, serving as a foundation for implementing new processes and procedures, whether in the office or on the jobsite.

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.

This session would be beneficial for: 

• Project Managers and Coordinators: Responsible for overseeing construction projects and ensuring effective communication among team members.
• Site Supervisors: In charge of coordinating activities on construction sites and facilitating meetings with subcontractors and workers.
• Construction Managers: Involved in managing construction projects and ensuring that meetings are conducted efficiently to meet project timelines and budgets.
• Architects and Engineers: Responsible for providing design input and technical expertise during construction meetings.
• Subcontractors: Attend meetings to discuss project progress, address issues, and coordinate with the general contractor.
• Owners and Developers: Participate in meetings to stay informed about project status, provide input, and make decisions.
• Legal and Contracting Professionals: Ensure that meeting minutes accurately reflect discussions and decisions made during construction meetings to mitigate potential disputes.
• Consultants and Advisors: Offer expertise and guidance on best practices for conducting effective construction meetings and documenting meeting minutes.
• Anyone involved in the construction process who needs to communicate effectively, track project progress, and ensure that decisions are documented and implemented.

“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

The course is eligible for 1 CCA Gold Seal education credit and 3.5 BC Housing CPD credits upon completion. 

Registrants seeking BC Housing CPD credits for this course must complete all course components before a certificate showing BC Housing CPD credits earned will be issued. 

Registrants seeking gold seal credits for this course will be required to complete an assessment during the course to qualify to have the gold seal credit endorsement appear on their certificate of completion.