The First Site Meeting: Setting Your Construction Project Up for Success

How do you run the first construction site meeting? In this episode of What the RFI?, Matt Brennan explains how Architects, Contract Administrators, Project Managers, Engineers, Owners, and General Contractors can prepare for and lead a successful First Site Meeting.

The kickoff meeting is one of the most important milestones in Construction Administration. It establishes expectations, communication procedures, documentation requirements, project schedules, and responsibilities before construction begins. A well-organized first site meeting helps prevent misunderstandings, reduces project risk, and creates a strong foundation for a successful project.

In this episode, you’ll learn how to prepare your agenda, determine who should attend, review contracts and permits, discuss project schedules, establish communication protocols, coordinate shop drawings and RFIs, manage Site Instructions and Change Orders, review testing and inspections, and even begin planning for project close-out on day one.

Whether you’re new to Construction Administration or have years of experience managing construction projects, these practical tips can be applied to virtually any project.

This episode completes our three-part series on construction meetings.

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Continue the Construction Meeting Series

🎙️ Episode 42 – Granola AI Review

The best AI note taker for Construction Administration?

https://youtu.be/6d4UR3qOczA?si=vAsiTjk5FDEJpo5Y

🎙️ Episode 43 – How to Run a Site Meeting

Learn how to organize and document productive construction site meetings.

https://youtu.be/iTSQyA7FECo?si=Bhvm6akefApBemnM

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What You’ll Learn

Why the First Site Meeting is critical to project success
Preparing your kickoff meeting agenda
Who should attend the first site meeting
Reviewing contracts, permits, insurance, and project documentation
Establishing communication protocols
Site safety requirements and logistics
Managing project schedules and milestones
Shop Drawings, RFIs, Site Instructions, and Change Orders
Testing, inspections, and quality control
Progress claims and the Schedule of Values
Why project close-out planning begins on Day One

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Chapters

00:00 – Introduction
01:45 – Why the First Site Meeting Matters
05:20 – Preparing Before the Meeting
10:10 – Who Should Attend
15:35 – Project Documentation & Communication
22:15 – Site Safety & Site Logistics
29:40 – Project Schedule & Milestones
35:20 – Shop Drawings, RFIs & Site Instructions
43:30 – Testing, Inspections & Quality Control
50:40 – Progress Claims & Schedule of Values
56:45 – Planning for Project Close-Out
1:00:30 – Final Thoughts

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Subscribe for weekly episodes covering Construction Administration, Contract Administration, CCDC Contracts, RFIs, Shop Drawings, Site Instructions, Change Orders, Project Close-Out, and practical advice for Architects, Contract Administrators, Engineers, and Construction Professionals.

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1:00:00

The tender has closed, the contract hasbeen awarded, and it's timefor your first constructionmeeting.Let's get into it.Welcome to What the RFI.I'm Matt Brennan, and thisis the podcast all about CA.So the tender is closed, the contract'sawarded, and it's time tokick off your first sitemeeting.All right?This is exciting times.You're proud.You took it from design to this point.And before we get into the details of it,this is kind of concluding our three-partseries of how to run a construction sitemeeting, how to use AInote takers, and again, todayis about running that very first meeting.We're going to dive into the detailsbecause it's muchdifferent than any other meetingfrom meeting two to meeting number 50.And if you missed those,they will be in the links below.They'll be up here.Check out last week's last episode,which, like I said,talks about running your sitemeetings.And then the other video was about AInote takers and the link above as well.And in the description, take a lookbecause, again, these threeshows kind of back to backwill really basically put you right footforward and get goingwith these site meetings.OK?And again, this one, I'mgoing to share my screen.So I encourage you to check out theYouTube, what the RFIchannel like, subscribe, allthose good things, but lots of benefits.But again, I'll be describing itthroughout the video andyou can probably just listenon its own.So let's just set the scene here.OK, the tender is officially closed.Bids have come in andmaybe it's a public opening.We open up all the tender bits.We go through it.We check that all theitems were actually filled out.And that's an episode by itself.But in the end, we've reviewed the bids.We've basically provided a letter ofrecommendation to theowner saying we suggest thiscontractor to move forward.And at that point, we'll give thecontractor a call,celebrate, crack open champagne.Congratulations.Welcome to the team.Now it's down to business.And what I mean by that is we're going toset up our first site meeting.We're going to schedule it in thecalendar, see what works, see wherethey're out on site,how long they'regoing to take to mobilize.If they're not ready, then we will meetmost likely in theowner's office, the architect'soffice, maybe one in theconsultant's office, whatever.We're going to find a good common placeto have the initialkickoff meeting if the siteis not mobilized, whichchances are they won't be.OK, and before we head off to thatmeeting, one thing wedefinitely want to do is createan agenda. And we talked about this inthe last episode, preparing for it.We will email this in advance of it.We'll talk to the owner ifthere's any general items.This is more like Isaid, it's a kickoff meeting.So there is certain things and we'regoing to dive into it in a moment here.OK, and always again, I love my softwareand, you know, forsoftware to run this again,usually we're just using Microsoft Wordbecause it's a great meeting note tool.As noted in my kind of first episode ofthis series is we usegranola AI and we run it justto capture any notes thatwe miss during the typing it.But definitely, again, bringyour laptop to that meeting.Do your meeting notes right there in aswe go through the site meeting there.A lot of power for power advantage to itand then we can get it out.So the meeting has started.We've got our agenda open.And again, I can note it.Email this advanced to everybody.OK, in part of thistemplate, we've got our branding.We've got our project name with sitemeeting number oneagenda, which once we take this,we're going to changethat to notes and record it.Our project number, the time it started,the location and of course, the date.Now, just like as we showed in the lastepisode there, we do wantto do attendance, want tomake sure and being a site kickoffmeeting, everyone's going to be here.We're going to have, you know, the owner,of course, the contractor.We've got what the RFI team, the CRP, thearchitect record there.We've got Pam from B civil engineeringstructures, you know,mechanical, the whole team, evenlandscapes here.And at that point, I know they're notinvolved really much as weget in the project, but again,it's just this is our kickoff.We want everyone there andit'd be nice just to do that.And away we go.In this, of course, we've got theirinitials for the company.This is really important addressing towho the action items belong to.And then, of course, all we would haveall the emails listed out.If anyone needs to get in touch witheveryone, they know who they are.So the first topic of isthe general discussion.So ideally, let's doan introduction to team.Probably these are thesame consultants working with.Maybe there's the one lone wolf that hasnever worked with anyway.No worries.Great introduction.Get it all out there.In addition to this, what the RFI hasprovided a centralizedOneDrive Dropbox or Google Drive,whatever, for of all the project folders,this would be IFT, IFC.If the issue for construction drawingshaven't been issued, this would be agreat time to bring it up.Note when they're going to come and whenthey're being prepared andwhen they can go to the printersfor site and away they go.Just in terms of protocol, I like to notethat all communication toflow through what they RFI,in this case, and we shouldbe CC'd on all correspondence.If any of these emails start going justdirectly to the consultants or not CC'd,we're the CRP.It's nice just havingan idea what's going on.We don't need to be a gatekeeper, abottleneck in that sense,but we should be in the know.So that's just one element in respect tothat we should have it.Okay.Definitely again, in response tocommunication, emails should include thename, school project.I hate getting emails where it's justlike anchor bolts or steel shop drawings.Great.What job is this for?I probably know it would be based on thecontractor, but I work with somecontractors from the same company.And again, it's justeasy just to kind of do it.Now, if there's any kind of outstandingbuilding permits or post-tenure denims,as I know to the IFC documents, this is agood time to bring it up.Where are we at?Yeah, building permits been complete.Owner has it in hand.He's going to deliver itover to the contractor.Great.Little things like that.The actual physical contract between theowner and the contractor,that's where weshould know where we're at.What stage is it?Being finalized?This takes time.Again, it's just something nice todocument in this kind ofgeneral conditions area.The next one, we're going to get intosite safety, security,and users and the facility.So this is all about safety, right?Where are we going to bring into us?So of course, at the first time ofarriving to the actual physical site,we're going to talk about, you know,users going to sign in and out,sign in and out of the trailer.In addition to that, what do we need todo for an orientation?Maybe this issomething we can do in advance.Watch a video from provided by thecontractor, fill out aform, bring that form with us.Do we have to sit in the site orientationas we arrive on site?This is where the contractor is going totell us exactly how,if you want to come on to RSA, you've gotto obey by these rules.So these are the kind of what we're goingto be talking about in this section.Risk management, they'llhave a physical report.This is something that your owner isgoing to want to see,especially like I do a lot of schools.We want to know how this is playing outwith the risk management side,you know, the chainlinefencing, the security fencing,operation hours, allthose kind of things.And this kind of dies intothe contractor safety manual.Again, that's going to know their musterlocations, you know,where their first eight locations are tobe located about it.It's just all those details that arecoming directly from the contractor.And it's just taking a note.Is the manual being prepared?Is it being delivered?And as we're goingthrough the site meeting,I would, you know, make my generalcomments and add to these notes.So this is all pre-filled out.And now I'm just addingwhat we discuss in the meeting.Site cleanliness, maybe the schooldistrict has someprotocols with it in that respect.We'll talk about temporary site fencing.Typically, that probably is noted on yourphasing plan that was providedor kind of a construction safety planthat was provided in the tender docs.Whatever the case is, we have a specificline item just totalk about in that sense.On-site security during construction, 24hour contact number.Who's really leading this project?Who wants to give out their cell phoneduring this meeting?It's Jeff from site.Great, you know, great time to, you know,disclose contactnumbers if anything comes out.And is there going to besite security 24 hours, right?When sites shuts down, do they havecameras, do they have monitoring systems?It's all goodinformation just for records.It may raise some questions.The owner may say, well,that's not going to happen.Or like if there is security cameras, arethey pointing to the existing school?Because this is important, right?So all these little details were hashingout in this initial kickoff meeting.Okay.Vehicle access.Where are we entering onto the site?Maybe you did a phasing plan to show theconstruction accessand the phasing betweenall of the different, you know,complicated phases of anexisting building with a newand then the teardown of the old orwhatever the case is.Where are we providing access?We most likely already know this.The contractor may have some comments,whatever the case is.This is a great idea,great moment to talk about it.The next one, we'vegot the safety issues.Responsibility of the contractor, safetyplans, work safe, BC.Depending who you are, there's probablysome general guidelinesbased on the state you're in.So these are all, you know, things justto bring up, talk about,low kind of priority items.But again, it's just good to talk about.The temporary office.So when is the officesstarting to be arriving on site?When are they mobilizing?Note this, right?Bring this into the agenda,talk about it and find out.Are they mobilizing right away?If they're not, then why not?You've got a beautiful summer right now.Why aren't you taking advantage of it?All these things that you can start tohelp provide and keep moving.Sanritay facilities.And again, based on the state and whatthe governing rules are,depends on the size of project, weactually requirephysical flush toilets in that.So again, that may besomething that we'd be expecting.Maybe it's just general porta-potties.Temporary powerswritten in our specifications.No one is coming from the contractor.Will there be internet at the trailer?It should be.We know it in our specs because we wantto have internet torun our site meetings,connect by hybrid options if we've gotsomeone that can't make to the meeting,but they can be by Zoom,Teams, whatever the case.Fantastic.That's a great way to do.We'll talk about maybe having a bigscreen TV in their site trailer,bring up the drawings.It's very helpful.Ties into the Teams thingthat we just talked about.And temporary water,temporary gas, and again,what the general construction hours.We're talking about the operations thatthe contractor's doing.So we're asking the questions.Contractors telling us we're filling inthis agenda and noting itjust as a kind of a contractual documentfor records going forwards.And then we get into theoperations aspect of it.That's where we've got noisy work.So again, there's certain bylaws.Maybe they have to abideby road cleaning and dust.Again, the bylaws aregoing to dictate that.For school sites, absolutelyno smoking or vaping on site.So if they want to do that, they've gotto go down the blockand do it in the neighborhoodor wherever they want to do it.So again, maybe this is not applicable.Great. No problem.Ideally, all contractorshave business licenses.Pretty straightforward.Another one, criminal record checks.Was this part of your tender?Did you say to thecontractor every sub tradehad to have a criminal record check?That's up to you.This is stuff that you need to lay out inthose tender documentsthat come into effect here.And this is just a triple check thatwe're going to be getting in that.Because again, we've had problems withindividuals coming to siteand they did have a criminal record.And it was a problem betweenthe owner and the contractor.And thankfully, we hadit in the tender documentssaying criminalrecords had to be correct.So this is just a triple check to makesure that we're doing everything.Now we're getting into the actualconstruction side of things.So let's talk about the building permit.Building has been receivedfrom the city of Bernabé.Actually, it hasn't, right?We got issues where,when's it going to come?This is an immediate red flag.If you don't have thatbuilding permit in hand,unless you got an agreementwith the city or a temporaryor a foundation permitor something like that,this can cause a lot of problems.This could be your first delay.I don't know.We'll see.This is the first SEO because of it.In this case, typically, we have thatbuilding permit at the meeting.We're going to pass it over to thecontractor and away we go.And what items need to beprovided by the contractor?Well, part of the building permit, weneed damage deposits.We need a disposal ofexcavation materials form.There may be some form work that has tobe filled and submittedto that city that you'rein, where this project is.Maybe pre-damage on sitemeetings have to take place.Your ESC plan showingfor erosion settlement,control plans, and where you're notingthat goes into play.The city is going to beinvolved with this, right?And they'll take yourplans and work with it.The coordination from thecity for all the inspectionsis responsive to the contractor.But again, this is just raising it up.The next section weget into is some middles.So project construction schedule.I'd like to see aconstruction schedule right now.We know in your tenderbid that you noted 141 weeksfrom the project start date, we get that.But we want to see anactual physical breakoutof the construction schedule now.Shop drawing schedule would be nice inthe cashflow, right?We want to go through all these details.We want to expect oneto see our shop drawings.We want to see kind of likea typical progress draw claimbecause we're going to start gettingthose every single month.Performance bonds, right?All your bonding that tiesinto your insurance as well.All this information needs to be providedfrom the contractor.On both ends and the owners as well.So because they'll have theirinsurance here on their landand vice versa, andyou'll have your insuranceand all the legalities.But at least we're covering it.We're just bringing it up.And as we if these itemshave already been done,check, check, check,then note it's been done.It's closed, closed, closed.A lot of these itemsshould be info only or closed.And a few items are going totravel over to the next agenda.Okay.Schedule of values.So again, based on all the consultants,list of sub trades, thesubcontractors typically requiredthat for part of our tender package.Again, we just want to know who's goingto be performing the work.Then we get into theengineering side of things.So we've got the surveying.So we've got our surveyof the original property.Of course, the contractor isgoing to get their own surveyor.They'll compare notes, make sureeverything's aligned.I had one job recently come out fromtender into construction.And there was someminor, minor discrepancies outby a couple inches on the property lines.We cleaned it up.Everything was good.No issues.Away we go.But still, thank you for checking fromthe contractor side.And it's all good.The geotech.The first thing that we start off with isdigging in the ground.And sometimes we findsome unfortunate things.Maybe this was a fillsite, maybe some bad soils,even though we dideverything we could from the geotechand provided stripping plans.Sometimes you just don't know.Right.This is an episode on its own.We definitely will coverthis in the future podcast.But having your geotech right there,give us an idea what toexpect right at the beginning.Really good information.Compaction and concrete testing.These are things that are going to come.Is the contractor out toselect who they're going to dofor the testing agencies oris it going to be the owner?Is it part of the specs?That's something that willbe discussed at this point.They may say, we work with these groups.Yeah, we worked with them as well.We're happy.Proceed.Again, have the conversationnow so we can just get it outand get it done.And the next kind ofsubsection is the site meeting.So ideally we do a once amonth site meeting on site.Everyone should be on site.Again, the hybrid's there.It's fantastic.But again, at thebeginning of the project,you're going to need your mechanic.You need your civil.You need your electrical.You certainly need structural landscape.They're the only onethat's going to be excused.We definitely want thegeo at the beginning of it.Eventually the geo will,once we've broughteverything back up to gradeand the foundations are doneand the soils have beenexcavated and all that.Once all that was worked down, then yeah,the geo can be excused.But in the meantime, theyneed to be at that meeting.So good things to point out.Now, depending on how the meetings are,sometimes we do a biweeklyevery second week on teams.That's the one time.If, because maybe it is abit of a distance to traveland it doesn't help.It does help.It lets us keep RFI's and submittalsand everything on track.Again, at the beginning ofthe project, it's always fun.There's lots, again, whatare we finding with soils?So maybe we do want toconnect a little bit moreand just keep on trackand it's probably good.At these site meetings, again,as I noted in the last video,I like to note, I like to be the one,the CRP on record torun the site meetings.So we take the notes,participants are encouragedto do their own notes, of course,and any unscheduled meetings to becoordinated by others.Once we do the notes, wedistribute them right awayand get them out.Progress claim.This is all about kind of each monthas we get thatprogress claim submitted to usby the contractor,showing what the statusof where things are moving forwardand what their billings and everything.We like to see a draftprogress claim from them.We like to go through it andjust see how it fits through.Is there some sections that we wantbroken out by detail more?It's a good three, four page documentthat we definitely aregoing to be looking afterover the next kind of two to three years.So we want to make surethat we're comfortablewith the way it's broken downand all the consultants will review thisand get that in place.Any stat decks,statutory decoration requiredfor second and further claims.Again, this all ties into thephysical contract in itself.And then we've got therequest for takeover.Before we called it substantial,this is something the CCDC2 languagehas recently changed.So now it's request for takeover, right?Basically, request fortakeover from the ownerhanded off by the contractor.So ideally we've got awhole procedures listthat we actually include in our specs.It's a very detailed, break out listto ensure that nothing's missed.And we're not on thatday of doing an S-1001or a fire alarm verification testing.And we're going, "Oh,where's this document?"It's a nice way of justshowing all the procedures.And honestly, thisprocedure start to really,like we start to jumpin three, four monthsin advance of the project closingbecause we don't want towait till the last minute.We want to get things moving.It takes time to get documents.And next thing you know it,we're at that day where theywant to call for an occupancyand we've only got halfthe documents in therebefore we got to push it off.So let's be proactive, right?And this is kind of justtalking about that proceduresin that respect.We talked about the list of deficienciesand the values on the listand how we're going to handle thisthat request for takeover.One thing we don't want tobe called to early, right?We don't want any of our team, thearchitect and recordto be called out tosite and look at somethingwhere we don't need tomake a deficiency listwhere this wall is not painted.We want to come up when youfeel it's completely done.You've bettered out,you've gone through everythingand you're ready to go.The owners, operations, manuals, O&Ms,we want and record drawings,just how we're going to handle that.Expect to see those againat the end of the project.But again, it's just adiscussion point for that.Next, we're going tomove into the field reviews.This is where we do want totalk about our consultantsto take ownership,issue their fieldreviews to the contractor, CCS.So we've got a record copy of course,make sure it goes to the contractorso they can follow upon any deficiencies.And we certainly have a minimum.We want to be notified advanced.For example, we bring this one upand make it very clear is donot pour that concrete slabuntil we've reviewed thepoly and the slab on gray,the vapor bearers,all that kind of stuff.We want to see it.Before you backfill,I want to make sure there'sfoundation insulation there.These are things I want to take a look.Before you start boarding, Iwant to see the fire stopping.Very important to hammer in.Do not go ahead, do not pass golet me come to site andinspect it to make sure.Because once everything's covered up,it's much difficult.And yes, they can send out photos.And if you're okay with that, go for it.No problem.But ideally, we should have this clarityright from the beginning.And the list just goes on, right?And that kind of stuff.And consultant reviews, same thing.We're just have a kind of briefconversation about this,what to expect from it.You get the gist of it.And now we kind of moveinto the general meeting notes,agenda items that we kind of we're goingto start to talk over and over.So this was kind of thefront end, we deal with it.And really itdisappears after this meeting.Any of those kind ofitems that we talked aboutare the general conditions awaiting this.I would probably just movethat into a general call.Maybe it moves into the schedule column.And maybe it's a shop during night, ormaybe it comes into there.So we kind of reshuffle them.We delete the majority of those sectionsthat we just talked about.Now our site meetingreally starts to kick off.Schedule, Fort Wico, look,what do you got contractor?We're mobilizing a site.We're getting a survey out there.That's what we're expecting.We're going to bring our excavators andwe're going to start digging.Great.Noted in your meeting notes.Way you go.And as I talked in the last video, I liketo track the utilities.So we've got BC Hydro herewho handles all electricity.And then we've got Fortis Gas.And sometimes we actually gotcommunications through TELUS,Rogers, FIDO, or Verizon,or whatever the case is.That's where we want tonote those individualsthat are going to be installing that.And this is good just to keep on track.I don't know this every single meeting,unless there's a drastic change.Target date isOctober, 2026 for the install.Great note.If it changes, that's fine.But we want to track at each meeting.And just make surethat we're not off track.If we're off track,then we're in problems,and then we want to record it and knowwhy and how did it get off there.So those are kind ofhigh level schedule items.We'll move into shop drawings.Again, just protocol.All the shop drawings submit.Shop drawings be emailed.The consultants are to be CC'd on thisbecause we're not a bottleneck.We don't want to do that.We like the shop drawing log from thecontractor to be sent to us.And one thing, pleasecontractor, review the shop drawingsbefore you send them to us.Right.We want to make sure thatyou guys are happy with this.That actually isn't a proposed alternate.It's in line.It's actually matchingwhat was the specified productand not in the samemodel and all these things.So by them doing their due diligence,reviewing it before it comes to us,they're probablysaving a lot of headaches.And I bet you there's a lot of thingsthat we don't see happeningbecause they've already caught it.And that's fantastic.Okay.And of course, in leading into that, nooutstanding shop drawings.We didn't have any becausenothing has been issued to us.But maybe there is.Maybe there's shopdrawing one, two, threeby the time this site meeting kicks off.Okay.Okay.Then we get into thechanges, you know, proposed changes.In this case, we call them CCNs.Just again, just talkhow we're going to do thatfrom a process standpoint.Us as the lead, CRP, we willbasically put that together.We will issue it out.And then it goes through us.Again, it's just a process and confirmingthat between everybody.We don't make surewe're doing this right.Once the contractor gets it, they'regoing to provide us pricing.We'll review it and coordinate it.And then eventually a change order isgoing to be produced.So again, talk about yourprocess, how you do as a firm.Maybe use bulletins.That's a little bit different.So again, this is a greattime just to kind of knowhow these changes aregoing to be issued out.And basically with the change orders,who's signing off onit and going from there.This is a great time to talk about is dowe have any post tender addendums?Can we get this into the contract?No.Okay.It's going to be just going to be ourfirst proposed change.Great.Okay.Next section is RFIs.What the RFI?Do we have any RFIs?Maybe we've got a survey question.Maybe not.Maybe in this being thefirst kickoff, there's no RFI.Great.Let's keep going and get moving.And now we kind of come to the pointwhere we've done the majorityof the heavy lifting of the meeting.And now we're going togo into each individual.So any new business from the owner.Do you have any new items, owner?Yeah, I'm going away on holidays.Great.Note that.Please CC myself, the principal, and mytwo project administrators.They really appreciate it.Great.We'll note that inthe meeting notes here.Any other new business?Just want to stress the safety of theconcerns for the children on the school.Because this is an addition, we want tomake sure we've got the site fencing andwe want to make sure it's done well.It's done right.And we really want to analyze that.This is their time to add their wish listitems based on everything we haven'ttalked about already.Once they've got done and concluded, thenbasically at this point, we're going torun into with the contractor.Do you have any new items?Yeah, we're pulling.We had a trade dropout.So now we're providing anew revised subtrades list.Oh, great.Let's talk about this.These are important things.Any business that theymay have under architecture.Maybe this is where we're going to notethat, you know, I'll beleading charge of the project.We do have Chris.Our field reviewer isalways going to be on site.Calm.Here's a cell number.Whatever the case is.Any business that we have, anything thatbefore we end thismeeting, we want to get out.Same thing for civil, structural,mechanical, electrical.Do they have any items that they want totalk about and bring it to the, you know,to the attention of the team?Nope.Great.No new items.We'll just carry on prettystraightforward landscape.Hey, do we need to bepart of these meetings?No, we don't feel I willcall upon you if we need it.We expect you to be kind of near the endof the project when we get into planting.Maybe the plant is going tobe phased in different phases.Who knows, right?It all depends on that project and we'regoing to get into it.Geotechnical.Certainly they should be at this meetingbecause we want to hear their thoughts.Yes, we'll be outside.We're going to review a couple of initiallifts of the existing soil.We want to kind of make sure it's matchedin what we noted in the report.All these good things tokeep it moving in that respect.Building envelope.Call them when ready when you've got amock-up of the walls.Talk about what mock-ups that you want tosee from this aspect.Great ideas to kind ofget the conversation.You're a long ways from it, but have theconversations early.Once it's all done, basicallya note with the time that end.And then of course, note when the nextsite meeting is going to be.Great.July 8th at 10 a.m.On site.Fantastic.End of notes.Meeting adjourned.Save it.Shake hands.Go take a client out for lunch.Whatever the case is,you're done that site meeting.Fantastic.Get back to the office.Go through your notes.And like we talked about last sitemeeting, these are all going to be 1.02.1.02, 1.03.And you're going to gothrough and fail and shout the list.You're going to PDF this andyou're going to send it off.And of course, before you send it off,make sure this doesn't say,Jenna, that it says notesbecause it is your notes now.Save it.Send it off.And away you go.Do a save as.Put it already for the nextsite meeting and get proactive.And then start clearing out all theseitems that you've closed off.Because we're not going to do anintroduction to them.We're not going to havethe central Dropbox items.We've already talked about this and thosehave already been concluded.But you're going to get rid of, you know,you will still have site safety,but all the other stuff you're not goingto have is just really clean items.And just for the sake of it, I'm going toshow you what thatagenda more looks like.So now we've advancedto meeting number two.And you're going to see that we've gotour high level of our generals there.We've got site safety, security, andagain, all those itemsthat we went into there,we've got the scheduleprogress claim shop drawings.And the list is much shorter than thatfirst initial site kickoff meeting.So again, just kind of concluding thisportion of it and why you run it.It's really importantjust to go over that.Set the precedent.Set the grounds.Any questions.Now the time's asked.If there's any clarifications that youneed to ask due to the contract,contractor, owner, you,this is your time.Just to get it allcleaned up, ready to go.And now we know what toexpect from the whole team.So in closing, every sitemeeting has to be tracked.So this is important, whether it's yourfirst or your second or meeting 50,we want to track it in that sense.Highly recommend justtaking notes during a meeting.Use your laptop.You'll train yourself and it's greatbecause the moment that meeting is done,you just do some little fine tweaking toit, some spelling,whatever the case is, and boom,get it out.Get it out there and don't wait too long.Don't wait three, four days.Try and get out the same day.There's a lot of value of it and plusit's a lot less stress off yourself.Get it out there.You don't have to be too detailed.It's not a love story here.It's just retrain your brain.Contractor to follow up with invoices.Contractor follow upwith revised pricing.Waiting for revised pricing.Waiting for mechanical.Super simple to the point.Put who is responsible on the action itemlist there and really, really simple.Okay.And like I said, be sure to catch up.The other episodes, links are in below.Especially check out the Granola AI.Fantastic tool that I use.There is a free month.Refo link helps out the show.Keeps us being hitting the channels here.So appreciate every of that.But definitely checkit out because again,this is a three part series to that.But I hope this kind ofhelps give you the confidenceand what's going to come outat your first site meeting.What to kind of discuss andjust go in with an agenda.Run it like a boss and you'llkick ass at the end of the day.So anyhow, architects keep designing.Contractors keep makingthose blueprints reality.We'll see on the next one.

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