The actions are a paragraph
An action written into the minutes as a sentence has no due date you can filter on and no owner you can ask. Three meetings later nobody can say whether it was done.
For owner’s representatives
Meeting minutes and action items for owner’s representatives
The owner’s representative sits between the owner, the architect and the contractor and often runs the meeting that ties them together. Minutes only matter if the actions in them come back. This page follows that role in Fidrel’s meetings: setting up, carrying open items forward, recording decisions with their cost and reading what is still open.
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Why actions vanish after the meeting
Open items are retyped, or forgotten
Carrying last meeting’s open items into this meeting’s agenda by hand takes an hour, so it is done badly or not at all. The items that matter most are the oldest.
Decisions without their price
A decision about an alternate or a scope change has a cost and a schedule effect. If those are not written next to the decision, they are argued about again at closeout.
Reading the follow-up
Every agenda item is its own record with a number such as ITM-005 and a status of Open, In progress or Closed, so the list of items reads as the project’s open promises, not as a paragraph. Items can be linked to documents, drawings, RFIs and issues, and every record keeps a change log that shows field by field who changed what and when. A decision keeps its place after it is made, and one that is later replaced is marked Superseded instead of being deleted.
Meetings & decisions
Who writes, who reads, who may change an item
Meetings, items and decisions belong to the Meetings & decisions part of the project, and a project administrator decides which parts each person gets. A member with view-only access reads the minutes but cannot add or change anything. An item can be changed by whoever created it, by the person named as responsible and by an administrator, so the architect named on an item can update its status without your help.
A meeting cycle for the owner’s rep
Step 1
Before: set up the meeting
Under Meetings & decisions press New meeting. Choose the Meeting type, such as OAC meeting, and enter the date, the Location or an Online meeting link, and the agenda. Fill in the Participants, the Chair and the Note taker.
Step 2
Carry the open items in
In the new meeting use Add existing agenda item to bring in every item that is still open. Each keeps its responsible person, its due date and its history, so the agenda starts with what was promised last time.
Step 3
During: items and decisions
Press New agenda item for each action and give it a Responsible person, a Due date and an Item number. When something is decided, press Register as decision and enter who decided, who is affected, the cost of the decision, the schedule impact in days and the consequences.
Step 4
After: close the meeting and chase
Write the minutes and move the meeting from Draft through Scheduled to Held and Closed. Then use the filters on the list, by status, company, author and dates, to see what is open, and ask the responsible person, who finds the item under Assigned to me.
What the meeting record does not do
Nothing in a meeting is emailed: attendees read the minutes in Fidrel, or you share them another way. A responsible person is told when they are named on an item, and Fidrel sends no reminder as the due date approaches or passes, so the weekly look at the open items is yours. There is no signature or acceptance step for the minutes. Fidrel records what was said and decided; it does not decide what the owner should accept.
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For owner’s representatives
Frequently asked questions
Anything else on your mind? We are happy to help.
Talk to usNo. You bring it in with Add existing agenda item, and it keeps its responsible person, due date and history. Items you do not bring in stay where they are, open, in the list of items.
Use the filters on the list: status, company, author, work area and a from and to date. Each person’s own open items also appear under Assigned to me on their home page.
Yes. A decision has fields for the cost of the decision with its currency, the schedule impact in days, who decided, who is affected and the consequences, and it links back to the meeting where it was made.
Yes, if they are members with edit rights and are named as responsible on the item. They change its status and add comments, and the change log shows who did it and when.
No. A meeting sends no email. People with access read the minutes in Fidrel, and a person named on an item is told in Fidrel that the item is theirs.