Meeting minutes and as-built documentation
Your meeting notes become minutes with tasks, deadlines and responsibilities, ready to send before the next meeting.
Current effort
2.5 hrs
With an assistant
0.5 hrs review time
HOAI work stage
HOAI stage 8 · Construction supervision
The documents involved.
Two sets of documents follow a similar pattern: meeting minutes during construction and as-built documentation at handover. Much of both tasks involves rewriting, from handwritten notes into minutes and from the completed installation and datasheets into the handover file. Both may be needed later if a dispute arises.
What you receive
- Minutes in your structure, numbered consecutively in line with the meeting series
- Each task on its own line with responsibility and deadline, clearly visible
- Outstanding items automatically carried forward from previous meetings, retaining their original reference numbers
- Visible markers for matters left unresolved, rather than invented dates
- The same systematic approach to as-built documents at handover: allocation by component and fire compartment, with references to datasheets and specification items
- A sample document below
The minutes remain a draft. Your construction supervision team reviews, approves and sends them to participants. The assistant sends nothing.
What your practice needs
- Legible meeting notes, typed, dictated or photographed from clear handwriting
- Previous minutes from the same meeting series, stored in the project folder
- A minutes template that is actually used
- A designated person to review and approve the minutes before distribution
Sample document · Meeting minutes
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