In Episode 43 of What the RFI?, I walk through my complete process for preparing, running, documenting, and following up on construction site meetings.
We cover construction meeting notes vs. meeting minutes, preparing your meeting agenda, tracking attendance and action items, reviewing the construction schedule, and working through RFIs, submittals, changes, pricing items, and consultant coordination.
You’ll also see my meeting notes workflow on screen, including how I organize the agenda, take notes live during the meeting, assign responsibility for action items, and prepare the document for distribution.
I also share some of the lessons I’ve learned from running construction meetings over the years:
• Keep meetings to 30 to 60 minutes
• Don’t let one issue take over the meeting
• Sidebar discussions that need more time
• Clearly identify who owns each action item
• Don’t let old RFIs and submittals live in your meeting notes forever
• Block time after the meeting to complete your own action items
• Get the meeting notes distributed while everything is still fresh
And yes, I’m still using Granola AI.
I run Granola in the background during meetings as a second set of ears. It doesn’t replace my formal construction meeting notes, but it’s incredibly useful when I need to go back and confirm what was discussed.
WATCH PART 1: GRANOLA AI FOR CONSTRUCTION MEETINGS
https://youtu.be/6d4UR3qOczA?si=ANSVjO4VhbhbX60V
TRY GRANOLA AI
If you want to try Granola for your own meetings, you can use my referral link: https://www.granola.ai?via=matt-brennan
CHAPTERS
00:00 | Intro: Meeting Minutes & Meeting Notes
01:53 | What Are Construction Meeting Notes?
03:39 | Who Should Run the Site Meeting?
05:53 | In-Person, Online & Hybrid Meetings
06:31 | Software for Construction Meeting Notes
07:59 | Preparing Your Site Meeting Agenda
09:13 | Screen Share: Building the Meeting Notes
13:21 | Tracking the Construction Schedule
18:13 | Submittals & Shop Drawings
19:40 | Changes & Pricing Items
23:01 | Tracking RFIs
24:40 | Owner, Contractor & Consultant Items
27:37 | Wrapping Up & Scheduling the Next Meeting
28:00 | Preparing the Next Meeting Agenda
33:00 | Tips for Running Better Construction Meetings
36:00 | Action Items & Distributing Meeting Notes
37:08 | Closing Thoughts
ABOUT WHAT THE RFI?
What the RFI? is a podcast all about Construction Administration. We talk RFIs, submittals, change orders, site meetings, field reviews, contract administration, construction technology, and the day-to-day realities of getting a project built.
If you’re an architect, contractor, consultant, project manager, or anyone working in Construction Administration, you’re in the right place.
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