Preconstruction Meeting Checklist Template: The Ultimate List

Written by Bridget Cooper

DateMar 21, 2024
Reading time9 min read

The first pre-construction meeting helps shape your construction project by laying the groundwork, defining roles, and setting direction. With so much riding on this meeting, it's crucial to get it right from the start — every meeting agenda counts, and there's pressure to cover all bases.

Yet, amid the many tasks and logistics to tackle, it's easy for important details to slip through the cracks before, during, or after the meeting.

Luckily for you, we've created a pre-construction meeting template that can help keep your discussions focused and results-oriented. Our checklist is flexible, so you can tailor it to your project's specific needs; you can add, remove, or tweak items to align with your objectives and challenges. With that said, here's the template:

Pre-Construction Meeting Checklist Template

Each construction project should go through this list in the project planning meeting.

Pre-Meeting Preparation

  • Compile a list of all attendees and confirm their participation.
  • Send out the meeting agenda, including time, location, and virtual meeting links if applicable.
  • Distribute all relevant project documents (blueprints, permits, contracts) to attendees for review.
  • Prepare pre-construction meeting questions and topics for discussion based on project specifics and potential concerns.
  • Ensure all necessary visual aids (diagrams, videos) and documents (building plans, safety plans) are ready for presentation.

Pre-construction Meeting Agenda

  • Introduce key personnel and outline their roles and authorities.
  • Share the contact information of all project stakeholders.

Schedule and Start Dates

  • Confirm subcontractor awareness of schedule requirements.
  • Discuss confirmed start dates for all involved parties.

Product Data and Specifications

  • Review product data submittals and identify any limitations.
  • Discuss specific installation requirements and application methods.
  • Verify architect approval of samples and discuss mock-up requirements.

Testing, Inspections, and Approvals

  • Outline testing and inspection plans, including responsible parties and acceptance criteria.
  • Confirm schedule and requirements for manufacturers' representative visits.

Site and Material Management

  • Discuss material storage and lean construction practices.
  • Review the status of open submittals and any outstanding RFIs or questions.

Review of Contract, Drawings, and Specifications

  • Conduct a page-turn review to ensure mutual understanding and address any ambiguities.
  • Emphasize the importance of adhering to contract specifications.

Site-Specific Information and Safety

  • Share information on health/safety hazards, dust control, occupancy, and access controls.
  • Discuss safety standards and protocols.

Additional Topics and Concerns

  • Address preceding work constraints and turnover acceptance.
  • Discuss manpower and production rates.
  • Open the floor for additional topics, concerns, or questions from attendees.

Conclusion and Next Steps:

  • Summarize key points and action items.
  • Confirm the timeline for follow-up on outstanding items.
  • Schedule the next meeting or check-in, if necessary.

Post-Meeting Follow-Up:

  • Distribute meeting notes and action items to all attendees.
  • Establish a deadline for any corrections or clarifications to the meeting record.
  • Initiate follow-up on action items as per the agreed timeline.

Signature of Acknowledgment:

  • (Optional) Have all key stakeholders sign off on the meeting summary to acknowledge their understanding and agreement.

Introduce Team Members and Clarify Roles 

You want to start the meeting by establishing credibility and trust among team members. So start by introducing key personnel involved in the project, providing a brief overview of each person's background and expertise. 

Clearly define the roles and responsibilities of each stakeholder, and make sure that everyone understands their role within the project hierarchy and how their contributions fit into the broader scope of work. Who makes key decisions? Who do subcontractors report to? How does everyone remain accountable? 

Establish the Construction Schedule and Start Dates

Leading a pre-construction meeting presents an ideal opportunity to get everyone on the same page about the project timeline and schedule. Delays can have far-reaching consequences – from increased costs, and strained relationships with clients, to even legal repercussions. 

So this should probably be the first item you check off on the agenda.

Start by identifying key milestones that mark significant progress points in the project. These milestones could range from groundbreaking, completion of foundation work to project handover. Review and confirm the start dates for each of these milestones. 

If possible, discuss rough estimates of each activity’s duration considering factors such as resource availability, productivity rates, and any constraints that may impact activity durations. Be realistic in your estimations to avoid overcommitting or underestimating the time required.

Establish protocols for monitoring and reporting schedule progress throughout the project lifecycle. Determine: 

  • How to track progress
  • What metrics will be used to assess performance?
  • How to address deviations from the schedule 

Finally, encourage subcontractors to provide input on their respective scopes of work and identify any potential scheduling conflicts or challenges they foresee.

Analyze Product Data and Specifications

Review product data submittals from manufacturers and suppliers, which contain detailed information about project materials, products, and equipment.

Verify that the product data matches what's needed for the project, following applicable building codes. Pay particular attention to factors such as performance criteria, durability, sustainability, and compatibility with other project components.

Ensure that all stakeholders clearly understand any limitations or special considerations that come with the selected products, such as installation requirements, maintenance procedures, or warranty provisions. 

Clarify installation requirements and application methods for each material or product specified in the project plans. Depending on your construction project, you might go through: 

  • Proper handling procedures 
  • Storage 
  • Installation procedures

If applicable, make sure that the architect or design team has reviewed and approved all samples and mock-ups – this might include finishes, colors, and textures. To ensure consistency with the project specifications and design intent, decide how to review and approve samples or examples in the future.

Discuss Site and Material Management

Discuss the layout of the site and designate specific areas for storing different types of materials.

Figure out how to implement lean construction strategies — like just-in-time delivery, prefabrication, and recycling — to minimize waste and maximize efficiency. Plan out deliveries of materials to the construction site, based on the project timeline, to avoid congestion and delays.

Finally, review the status of open submittals (documents submitted for approval) and any outstanding Requests for Information (RFIs) or questions that still need answers before construction begins.

Review the Contract, Drawings, Specifications, and Other Project Documentation

Without these important documents, there's no clear direction, and things can quickly go off track. Reviewing them helps iron out any issues and identify inconsistencies early on. 

Start by conducting a page-turn review of the contract, drawings, and specifications, which involves flipping through each document with a fine-tooth comb to ensure mutual understanding. 

Pay close attention to details such as project scope, timelines, payment terms, and performance requirements. If there's anything that doesn't quite add up or seems unclear, now's the time to get it sorted out.

Again, take the time to iron out who's responsible for what according to the contract. Make sure everyone knows their rights and responsibilities under the contract and the implications of non-compliance.

Discuss any changes or uncertainties that have cropped up since the contract was first drawn up. Then, determine how to address and document these changes so that everyone is working from the most up-to-date information.

Review Testing, Inspections, and Approval Procedures

Figure out what tests and inspections need to happen, how often, and who's responsible for them. Identify any regulatory requirements, industry standards, or project specifications that dictate the testing and inspection protocols. 

If the project involves any specialized products or equipment, manufacturers’ representatives may need to inspect their installation, troubleshoot any issues, or ensure the products work correctly. Figure out the best times for these visits, especially at key stages of the project.

Also, establish clear protocols for documenting testing and inspection results, including the format, frequency, and distribution of reports. Assign a responsible party to keep track of these records and make sure they're accurate. 

Address Site-Specific Information, Safety, and Quality Control

Before swinging any hammers or pouring any concrete, everyone involved needs to understand safety standards, regulations, and protocols to be followed at all times to ensure a successful project.

You can start by providing an overview of the construction site conditions, including its layout, access points, and any unique features or challenges. Discuss logistical considerations such as parking arrangements, material delivery routes, and temporary facilities (like offices and restrooms) to support construction activities. 

Identify and communicate potential health and safety hazards present on the construction site – things like uneven terrain, overhead obstructions, electrical hazards, or hazardous materials. 

Based on the site assessment, develop a comprehensive safety plan tailored to the specific hazards and risks present. It's good practice to review applicable safety standards, regulations, and protocols governing construction activities. 

Discuss emergency procedures and protocols in case something goes wrong. Does everyone know what to do in the event of a fire, medical emergency, or other crisis?

Explore Other Topics and Concerns

Recognize that not everyone may be up to speed on all the. project details, and expectations. So at this stage of the pre-construction meeting, it's time to tie most of the loose ends, fill in any gaps in knowledge, and get everyone on the same page.

Open the floor for attendees to raise any additional topics, concerns, or questions they may have. This is your chance to ensure everyone feels heard and informed.

This stage also provides an opportunity to revisit any topics that haven't been fully resolved yet. For example, you can: 

  • Discuss any limitations or requirements related to work that's already been done on the site, including the completion of site preparation, utility connections, or demolition activities.
  • Take the time to go over backup plans to handle any bumps in the road like bad weather and delays that could impact your project's success
  • Clarify what constitutes turnover acceptance and what documentation is needed to help you transition smoothly between project phases.
  • Review the manpower requirements and production rates for the project to ensure that you’ve allocated enough resources to meet project timelines and deliverables.
  • Dig into logistical issues, coordination with neighboring projects, staying compliant with regulations, or maintaining positive relationships with the community.

Following the meeting, distribute meeting notes and action items to all attendees. Remember to also schedule other meetings or check-ins to review progress and address any emerging issues.

Written by Bridget CooperUpdated on Mar 21, 2024

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