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\u201cThe client just won\u2019t approve changes to the construction project\u2026\u201d \u201cAlmost without fail, I get questions about the content after sending documents via email or the ASP (information-sharing system)\u2026\u201d\u2014Have you ever had an experience like this?<\/p>\n
It\u2019s 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\u2019m painfully reminded of my lack of technical expertise.<\/p>\n
\u201cEven if you can explain it verbally, we won\u2019t accept it unless it\u2019s in writing. The construction meeting minutes must be clear enough for anyone to understand!\u201d \u2014 I have no objection.<\/p>\n
The first construction meeting log I submitted had \u201cIncomprehensible \u00d7 (X)\u201d 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, \u201cWhat are you trying to say? Write it so anyone can understand it. You need to study writing more!\u201d Naturally, I didn\u2019t get my seal of approval.<\/p>\n
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.<\/p>\n
When I reread it now, it makes me laugh. I had absolutely no idea what I was trying to say, so it\u2019s no wonder people called it incomprehensible. That was because my writing skills and technical ability were lacking.<\/p>\n
Naturally, the quality of the construction meeting minutes affects both the progress of the project and the cost.<\/p>\n
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.<\/p>\n
Getting used to quickly drafting persuasive documents may be the fastest way to ensure that construction proceeds smoothly.<\/p>\n
So in this article, I\u2019d like to discuss seven key points for preparing \u201cconsultation documents,\u201d which are particularly important within the construction meeting minutes.<\/p>\n
To consider the key points for creating a construction coordination log, let\u2019s use as an example a consultation document titled \u201cWe need to address a construction access road where vehicle traffic is difficult due to soft ground.\u201d 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.<\/p>\n
1. Give it a title<\/b><\/p>\n
The consultation document isn\u2019t necessarily reviewed only by the client\u2019s staff in charge of the project. Supervisors, chief supervisors, their superiors, inspectors, and even government auditors may also review it. It\u2019s best not to suddenly write something like, \u201cThe construction access road is muddy. We\u2019d like to lay gravel, so please take care of it.\u201d 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 \u201cConsultation Regarding Temporary Works: Access Road Near the Starting Point.\u201d<\/p>\n
2. Write the assignment<\/b><\/p>\n
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: \u201cSide road near the \u2018XX km\u2019 distance marker on the right bank. We want to improve the traffic capacity of the construction access road.\u201d Wouldn\u2019t that allow the reader to infer that \u201cthe construction access road is in poor condition\u201d?<\/p>\n
3. Describe the problem<\/b><\/p>\n
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 \u201cthe traffic capacity required for dump trucks to operate cannot be achieved.\u201d I believe it would be even clearer if I attached photos of the site in question.<\/p>\n
4. Present the current situation using numerical data<\/b><\/p>\n
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: \u201cWe measured the soil strength using a cone penetrometer. We were unable to obtain a cone index value sufficient for dump truck traffic.\u201d<\/p>\n
5. Show Your Efforts<\/b><\/p>\n
We have implemented all possible on-site measures\u2014so what were the results? If we have taken active, hands-on technical measures, the content of the report will be more substantial. For example: \u201cFor 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.\u201d \u2026If on-site measures are difficult to implement, I believe a speculative proposal alone would suffice.<\/p>\n
6. Compare and evaluate<\/b><\/p>\n
Develop several possible countermeasures that could be implemented on-site. Examples include: \u201c1. Laying steel plates,\u201d \u201c2. Soil improvement using additives,\u201d \u201c3. Utilizing sediment from the river,\u201d and \u201c4. Laying crushed stone.\u201d 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.<\/p>\n
7. Attach the basis for the measures<\/b><\/p>\n
If the decision is made to proceed with the installation of \u201c4 crushed stone,\u201d it will be necessary to provide the underlying calculations\u2014such as CBR calculations\u2014that 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.<\/p>\n
To summarize the key points for writing a construction meeting log, there are the following seven:<\/p>\n
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