Introduction
In this post, I’ll be talking about the “Construction Meeting Log” that we create on a daily basis during civil engineering projects.
Lately, there’s been a lot of talk about simplification along with digitization, but I don’t really feel like the amount of work I have to do has decreased much (lol).
That’s why I’m writing this article—in the hope that by narrowing down the key points, I can help you cut down on your writing time, even if just a little.
This time, we'll focus on those that are created frequently"Consultation"と"Submit"I'll focus my discussion on that.
We’ll proceed from the perspective of a civil engineer working for a private construction company, under the conditions of carrying out public civil engineering projects!
Director Joe
However, while this is certainly true for younger workers, I think that the more experienced you become, the less likely you are to see or hear about how others prepare their construction meeting minutes.
Please read this as a reference for the future!
Have you heard of the construction meeting log? [1: Basic Rules]
First, to get straight to the point,The Construction Meeting Log is a communication tool between the client and the contractor.That's because written communication is required rather than verbal communication.
I’ll now explain this using some specific examples.
The Basics of the Basics
What they all have in common is"Write clearly and concisely". That's the basics!
The reason is that the client reviews documents from multiple vendors, so it goes without saying that consideration for the person doing the review is an absolute must, right? ^^;
Types of Construction Meeting Minutes
- Instructions
- Consultation
- Notice
- Submission
- Report
- Consent
For details on the differences between them, please refer to the Common Specifications Document. In this article, I’ll focus on the points I consider most important"Consultation"と"Submit"I'll talk more about that later.
The Importance of the Construction Meeting Log
The point is that putting it in writing serves as ”evidence in the event of a design change.” In other words,Without this document, it doesn't count as a design change—which means no money.That's the point.
So, “I said it verbally” is the worst! Always manage the construction process with the mindset of leaving a paper trail—using written records and construction meeting logs.
About Simplification
Recently, there have been calls to streamline construction documentation with the aim of improving productivity and reducing working hours.
This is just my personal opinion, but…Simplification does not mean you don't have to prepare documents.That is my view. I believe it is a mistake to think that simplification means reducing administrative tasks and paperwork, including construction meeting logs.
My understanding is that “while I’ll handle on-site construction management, I don’t need to do tasks like compiling reports.”
I really hope you all will take the time to read the rules carefully and make sure you understand them.
Have you heard of the Construction Meeting Log? [2: Discussions]
I’ll get straight to the point here as well: it’s a good idea to use the outline method. The reason is that it makes it easier for the reader (the client) to understand the text ^^
I think this is the kind of situation where discussions often take place.
- When the client decides they want to change the design
- When the contractor believes that compensation should be provided for a design change
At times like that, here’s what goes through the client’s mind when they receive the proposal:
- Why?
- How much is it?
- Will we make the deadline?
Since I assume that’s how the recipient views the proposal, I’m going to try to refine the way I write it.
First, the basic approach to writing involves using a method called the "outline method." I’ll summarize the writing process using this outline method and provide some examples for reference.
First, always make the title the conclusion. Then,Background ⇒ Current Situation ⇒ Problem ⇒ Challenges ⇒ Solutions ⇒ Advantages and DisadvantagesI'll write them in that order.
It's a good idea to put together the negotiation document something like this!
- Title: Extending Steel Sheet Piles
- Background: Since the site is located near the mouth of a river and is part of a river construction project, it is affected by tidal levels.
- Current Situation: In the original design, the planned crest elevation was below mean sea level
- Problem: Construction cannot be performed during high tide. This results in downtime, which affects the construction schedule.
- Challenge: A construction method that is not dependent on tide levels needs to be explored.
- Solution: By extending the steel sheet piles to increase their height, construction can proceed without being affected by tidal levels.
- Advantages:
・We can meet the original construction schedule
・Less expensive than changing the construction method - Disadvantages:
・It involves costs (for both materials and labor)
・The estimated amount has been increased by ○○ ten thousand yen
Director Joe
In that case, I think it would be helpful to apply the outline method I just explained at key points—it will help the client gain a deeper understanding!
It’s important not to limit yourself to just one method, but to try out different things, isn’t it? ^^
Have you heard of the Construction Meeting Log? [3: Submission]
I’ll start with the conclusion here as well—I’ll write this with the conclusion in mind while keeping a record of the process. The reason is that the basic flow is the same for any report, approval, or similar document ^^
Here, for reference,Minutes of the On-Site Coordination MeetingとDesign Review and Benchmark SurveyingI will explain this topic.
Minutes of the On-Site Coordination Meeting
When you stop to think about why a meeting minutes record is necessary in the first place, it becomes clear that it’s needed for the following reasons!
- If you hold a meeting with anyone other than the client during construction, be sure to prepare a written record of the meeting.
- Share information even when the client is not present
Be sure to always prepare a written record of meetings held here with local road and river authorities (national, prefectural, and municipal), traffic authorities (police), and facility operators (gas, electricity, NTT, water and sewerage, etc.)!
Preparing a written record—such as meeting minutes—can serve as one of the bases for justifying design changes.
Be sure to keep this idea in mind, okay? ^^
Please confirm the form with the client or download it from the "Downloads" section on the client's website! If no form is available, go ahead and create your own. It's best to prepare a written record and have the witness sign it!
Director Joe
But even if you don't receive it, make sure to keep a record of the proceedings!
When "submitting" this report as a construction meeting log, these three pages should be sufficient.
- A Guide to Construction Meeting Minutes
- Minutes of the On-Site Coordination Meeting
- Documents on Hand During the Meeting
The content doesn't have to be elaborate—just think of it as something you create and record every time you talk to someone on-site. This sounds simple but is actually quite difficult to do, so I believe that just being able to do this will help boost your project score!
"Design Review" and "Control Point Surveying"
Here, too, the conclusion is predetermined, so to put it simply and clearly:
Design Review
- A Guide to Construction Meeting Minutes
- Verification Checklists, etc.
- Attachment Summarizing Points of Doubt
The key point here is to “prepare sections in this attachment where the client’s responses can be added.”
Control Point Surveying
Here's a general idea of how to summarize control point surveys.
- A Guide to Construction Meeting Minutes
- Briefly summarize the details and results of the survey
- Verification of Reference Points and Benchmark Points
- Establishment of Control Points and Benchmark Points for Construction
- Summary of Centerline and Longitudinal and Cross-Section Survey Results
- Summary of Property Boundaries, if Any
In the accompanying documents,Please present documents related to survey accuracy, field notebooks, etc.I recommend doing it this way. I used to present this during construction process checks.
After all, benchmark surveys tend to involve a lot of supporting documents, so I think it’s best to keep them to the bare minimum and adopt a “submit as is” approach for the rest!
In Closing
In this post, we discussed the “Construction Meeting Log,” which is prepared on a daily basis in civil engineering projects.
If you keep creating the same things over and over, you’ll get stuck in a rut, so take my advice and try making even small changes!
*This article is from *,Director Joe's BlogThis is a revised version of the article titled "".
[Civil Engineering] Have You Heard of the Construction Meeting Log? [I'll Show You How to Create One Without Making Mistakes!] / YouTube (Director Jou's Civil Engineering Support Channel)
