The construction meeting log should be “clear enough for anyone to understand!”
“The client just won’t approve changes to the construction project…” “Almost without fail, I get questions about the content after sending documents via email or the ASP (information-sharing system)…”—Have you ever had an experience like this?
It’s been more than 20 years since I submitted my first construction meeting log, but I still occasionally receive feedback from clients. Every time that happens, I’m painfully reminded of my lack of technical expertise.
“Even if you can explain it verbally, we won’t accept it unless it’s in writing. The construction meeting minutes must be clear enough for anyone to understand!” — I have no objection.
The first construction meeting log I submitted was "incomprehensible."
The first construction meeting log I submitted had “Incomprehensible × (X)” written in large letters with a hard red pencil on half a sheet of A4 copy paper. The construction supervisor from the Ministry of Construction (now the Ministry of Land, Infrastructure, Transport and Tourism) in charge of the project told me, “What are you trying to say? Write it so anyone can understand it. You need to study writing more!” Naturally, I didn’t get my seal of approval.
The proposal concerned how to handle the existing blockwork that interferes with the new retaining wall to be constructed. The plan was to demolish part of the old blockwork and repair it, but we were unable to convey the construction method in writing or through drawings.
When I reread it now, it makes me laugh. I had absolutely no idea what I was trying to say, so it’s no wonder people called it incomprehensible. That was because my writing skills and technical ability were lacking.
Construction Meeting Minutes That Affect Project Progress and Costs
Naturally, the quality of the construction meeting minutes affects both the progress of the project and the cost.
If we cannot obtain approval from the client, it will be difficult to proceed to the next phase of construction. Furthermore, we may find ourselves in a situation where the client refuses to approve the costs for the additional work.
Getting used to quickly drafting persuasive documents may be the fastest way to ensure that construction proceeds smoothly.
So in this article, I’d like to discuss seven key points for preparing “consultation documents,” which are particularly important within the construction meeting minutes.
7 Tips for Writing a Construction Meeting Log
To consider the key points for creating a construction coordination log, let’s use as an example a consultation document titled “We need to address a construction access road where vehicle traffic is difficult due to soft ground.” This is a document I actually submitted for a river construction project with the Ministry of Land, Infrastructure, Transport and Tourism. As usual, it was a consultation document that was finally approved only after several revisions and amendments.
1. Give it a title
The consultation document isn’t necessarily reviewed only by the client’s staff in charge of the project. Supervisors, chief supervisors, their superiors, inspectors, and even government auditors may also review it. It’s best not to suddenly write something like, “The construction access road is muddy. We’d like to lay gravel, so please take care of it.” You should include at least some information, such as which type of construction work the access road is part of and the specific location in question. I think it would be easier to understand if you structured the subject line in a hierarchical format, such as “Consultation Regarding Temporary Works: Access Road Near the Starting Point.”
2. Write the assignment
What do you want to discuss first in this document? It would be easier to understand if you start by outlining the main issue. How about writing something like this: “Side road near the ‘XX km’ distance marker on the right bank. We want to improve the traffic capacity of the construction access road.” Wouldn’t that allow the reader to infer that “the construction access road is in poor condition”?
3. Describe the problem
Next, I would like to discuss why we want to improve the traffic capacity of the construction access road. I will identify the bottleneck issues to clarify the rationale for the discussion. I will include technical terms wherever possible, such as “the traffic capacity required for dump trucks to operate cannot be achieved.” I believe it would be even clearer if I attached photos of the site in question.
4. Present the current situation using numerical data
I think the next thing the supervisor will want to know is the current condition of the site. I would like to provide a detailed description of the current conditions at the site. Even using simple measuring equipment is fine; just present the soil conditions in numerical terms. For example, it would be good to provide engineering justification with numerical data, such as: “We measured the soil strength using a cone penetrometer. We were unable to obtain a cone index value sufficient for dump truck traffic.”
5. Show Your Efforts
We have implemented all possible on-site measures—so what were the results? If we have taken active, hands-on technical measures, the content of the report will be more substantial. For example: “For soil with an unfavorable grain size distribution, we mixed in soil from the nearby riverbed to adjust the particle size. It is judged that the particle size distribution cannot be improved without mixing a large volume of sediment, given the high proportion of fine particles.” …If on-site measures are difficult to implement, I believe a speculative proposal alone would suffice.
6. Compare and evaluate
Develop several possible countermeasures that could be implemented on-site. Examples include: “1. Laying steel plates,” “2. Soil improvement using additives,” “3. Utilizing sediment from the river,” and “4. Laying crushed stone.” Create a table that clearly compares the alternative options in terms of workability, construction schedule, and costs. Please be sure to include this comparison table. This will significantly improve the quality of the proposal and make it more persuasive.
7. Attach the basis for the measures
If the decision is made to proceed with the installation of “4 crushed stone,” it will be necessary to provide the underlying calculations—such as CBR calculations—that were used to determine the required thickness. If any specific formulas were used, please attach copies of the references or literature cited. The client will also be interested in the construction costs associated with the proposed measures. Please submit a breakdown of the cost estimate data as well.
To summarize the key points for writing a construction meeting log, there are the following seven:
- Give it a title
- Write the Purpose (Problem Statement)
- Write down the issues
- Express in numbers
- Show your hard work
- Compare and evaluate
- Attach the basis for the measures
Sample Format for a Construction Meeting Log
Next, I’ve included an example of a construction meeting log form for your reference.
1. Discussions Regarding the Area Near the Starting Point of the Temporary Construction Access Road
2. Purpose (Issues)
Side road near the ○○ km marker on the right bank. We would like to improve the traffic flow on this construction access road.
3. Issues
Construction vehicles have difficulty navigating the site, making it impossible to deliver materials. (1) The soil has a high organic content and moisture content, making it impassable...
4. Current Status
Results of soil strength tests using a cone penetrometer...
5. On-Site Response
For soil with a poor grain size distribution... The results...
6. Consideration of Countermeasures
Workability ○
Cost-effectiveness △
Points to Note ...
7. Attachments
7-1. Soil Samples; Photos of Work in Progress...
7-2. Cone Penetrometer Test Results...
7-3. Equation Relating the Cone Index and CBR... ○○ Reference, ○○ Design Guidelines...
7-4. Cost Estimation Data...
What do you think? These seven points for writing a construction meeting log are key guidelines for creating such logs from the client’s perspective—as taught to me by the construction supervisors and engineers I’ve worked with over the years—so I believe they will be helpful.
Since there is no set format or style for construction meeting minutes, you might be able to improve your construction evaluation score by making them more concise, adding a personal touch, and showcasing your technical expertise.
