Actions buried in paragraphs
The decision about the storefront door sits in the third paragraph, and the person who must price it is named only in a sentence. By the next meeting nobody remembers who was asked.
Meetings
OAC meeting minutes with action items that come back
Good owner, architect and contractor minutes do three things: they say who was there, they record what was decided, and they make every action item belong to someone with a date. The hard part is the next meeting, when the open items have to be found again. In Fidrel a meeting is a record with its participants and minutes, and its agenda items are records of their own that you can bring up again.
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Why minutes lose their action items
Last meeting’s open items are retyped
The note taker starts each set of minutes by copying the unfinished items from the previous one. Some are lost, some change wording, and the history of an item is scattered over eight documents.
Decisions that cannot be found again
Months later the owner asks when the lobby flooring was changed and who agreed. The answer is in one set of minutes, and nobody knows which.
What good OAC minutes contain
Minutes need the date, place and type of meeting, who attended and who did not, the items discussed in agenda order, the decisions made and the actions assigned with a person and a due date. Keep opinions out and decisions in. Fidrel has a field for each of these in the meeting record: Meeting type, Location, Participants, Absent, Chair, Note taker, the agenda, and Minutes and decisions. The record can also hold files and photos, such as a sketch drawn at the table.
Meetings & decisions
Action items as records, not paragraphs
An agenda item is a numbered record, such as ITM-005, with a responsible person, a due date and a status of Open, In progress or Closed. Because it is a record, it can be filtered, linked to an RFI, an issue, a document or a drawing, and brought up at a later meeting by linking it there. Decisions are numbered records too, DEC-001 and on, with the cost of the decision, the days it affects and its consequences, and each links back to where it was made.
Running an OAC meeting in Fidrel
Step 1
Create the meeting
Under Meetings & decisions press New meeting, choose the Meeting type OAC meeting, enter the date, the Location or an Online meeting link, and write the agenda. Add the Participants, the Absent, the Chair and the Note taker.
Step 2
Create agenda items for the actions
Press New agenda item for each action. Give it a Responsible person, a Due date and an Item number, and set its status to Open or In progress. The responsible person is notified in Fidrel and finds it under Assigned to me on Home.
Step 3
Bring unfinished items up again
At the next meeting, open the new meeting record and use Add existing agenda item to link an item that is still open. It keeps its responsible person, its due date and its history, so nothing is retyped.
Step 4
Record decisions and close the meeting
Use Register as decision for a decision made in the meeting, noting Decided by and the Affected people. Write the minutes, then move the meeting from Draft to Scheduled to Held and finally Closed.
A history you can trust
Every meeting, item and decision has a change log that shows, field by field, who changed what and when, and you can comment in the record. Meetings are numbered MTG-001 and on, and you can name the meeting itself, for example OAC meeting No. 13, so the series is easy to find. Participants are typed as free text, so a person outside the project can be listed without an account.
What the meeting record does not do
A meeting record cannot be exported as a PDF or Word document. Fidrel does not e-mail the minutes to the attendees; a meeting sends no e-mail at all. There is no e-signature and no way for attendees to accept the minutes in the record. The agenda and the minutes are free text, and Fidrel ships no OAC agenda template.
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The date, place and type of meeting, attendees and absentees, items discussed, decisions and action items with a responsible person and due date. Fidrel has a field for each in the meeting record.
Each action is an agenda item with a responsible person, a due date and a status. At the next meeting you link the open items with Add existing agenda item, and they come back with their history.
Yes, in Fidrel. The person gets a notification when they are named, and the open item shows under Assigned to me on the Home page until it is closed. No e-mail is sent.
No. A meeting record has no PDF or Word export, so copy the minutes text into the document you circulate. The record itself stays in the project with its change log.
Yes, as names typed into the Participants field. Only project members can be named as the responsible person on an item, since that person is notified in Fidrel.