1. Pre-Construction Meetings

1.1 Crews and Subcontractors

1.2 Purpose:
To ensure effective communication, coordination, and alignment of all parties involved in the construction project before commencing work, thereby enhancing safety, quality, and project efficiency.

1.3 Scope:
This work instruction applies to all project managers, site supervisors, foremen, crews, and subcontractors participating in the construction project.

1.4 Responsibilities:

• Project Manager:
  Facilitate and lead pre-construction meetings.
  Ensure all necessary personnel and subcontractors attend.
  Provide project overview, objectives, and expectations.
• Superintendent/Foreman:
  Assist in organizing and conducting meetings.
  Communicate site-specific requirements and safety protocols.
• Crews and Subcontractors:
  Attend meetings promptly and actively participate.
  Raise concerns, clarify doubts, and contribute constructively.
• Safety Officer:
  Review and reinforce safety procedures and regulations.
  Ensure compliance with safety protocols during discussions.

1.5 Materials and Equipment:

• Meeting agenda
• Project specifications and drawings
• Safety regulations and protocols
• Communication devices (if needed for remote attendees)
• Notepads, pens, or electronic devices for note-taking

1.6 Procedure:

1. Meeting Preparation:
   Schedule and Notification:
   Schedule the pre-construction meeting well in advance.
   Notify all required participants (crews, subcontractors, relevant stakeholders).
   Provide meeting agenda and relevant documents ahead of time.
2. Meeting Setup:
   Location and Setup:
   Choose a suitable meeting location, ensuring it accommodates all participants comfortably.
   Set up any necessary equipment for presentations or demonstrations.
3. Meeting Agenda:
   Introduction:
   Welcome all attendees and introduce the purpose of the meeting.
   Review the agenda and objectives of the pre-construction meeting.
   Project Overview:
   Provide an overview of the project scope, timeline, and milestones.
   Discuss project goals, client expectations, and deliverables.
   Roles and Responsibilities:
   Clarify roles and responsibilities of each party (crews, subcontractors, supervisors).
   Assign specific tasks and discuss interdependencies.
   Safety Briefing:
   Review project-specific safety protocols and regulations.
   Discuss potential hazards, emergency procedures, and mitigation measures.
   Quality Requirements:
   Outline quality standards, inspections, and testing procedures.
   Discuss expectations for workmanship and material specifications.
   Schedule and Logistics:
   Review project schedule, critical timelines, and milestones.
   Coordinate logistics such as material deliveries, equipment requirements, and site access.
   Communication Protocol:
   Establish communication channels (email, phone, meetings) for updates and issue resolution.
   Ensure all parties understand reporting procedures and escalation paths.
   Q&A and Issue Resolution:
   Encourage questions, concerns, and feedback from attendees.
   Address any issues raised and provide clarifications as needed.
   Documentation and Sign-off:
   Document meeting minutes, including key decisions, action items, and responsibilities.
   Obtain signatures or acknowledgments from attendees to confirm understanding and commitment.
4. Post-Meeting Actions:
   Distribution of Minutes:
   Distribute meeting minutes and action items promptly to all participants.
   Ensure all stakeholders have access to relevant documents and contact information.
   Follow-up:
   Monitor progress on action items and follow up on unresolved issues.
   Schedule additional meetings or training sessions as necessary.
5. Continuous Improvement:
   Feedback and Evaluation:
   Gather feedback from participants to improve future meetings.
   Evaluate the effectiveness of communication and coordination strategies.

1.7 Safety Considerations:

• Emphasize adherence to safety protocols and regulations throughout the meeting.
• Identify and address potential safety concerns specific to the project site or activities.

1.8 Approval:

Prepared by: George Bunker
Date: 07/01/2024

1.9 Note: This work instruction serves as a guideline and should be adapted based on the specific requirements and conditions of the construction project. Regularly review and update procedures to ensure they align with project developments and feedback from stakeholders.