Procedures agreed aloud and forgotten
Everyone nods when the submittal review time is stated. By the second month the architect and the contractor remember two different numbers of days.
Kickoff meeting
Preconstruction meeting agenda: what to settle before work starts
The first meeting with every party on the project sets the contacts, the schedule, the submittal and RFI procedures and who receives what. Teams want an agenda that covers it and a record they can come back to when a procedure is disputed in month six. Here is an agenda to adapt, and how to hold the meeting in Fidrel so the decisions become part of the project.
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Why the first meeting needs a record
Contacts that nobody has in one list
The owner’s representative, the designer’s lead, the superintendent and each subcontractor’s project manager each hold part of the contact list. The first urgent RFI goes to the wrong person.
Minutes that sit in one inbox
The minutes are typed after the meeting and e-mailed as an attachment. A person who joins the project later never sees them.
An agenda to adapt
Your contract and specifications decide what the meeting must cover, so treat this as a starting list. Introductions and the contact list, with who may approve what. The project schedule, the milestones and the working hours. The submittal procedure: numbering, who reviews, how many days and what happens on a resubmittal. The RFI procedure: who asks, who answers and the expected response time. The change order procedure and who may approve a change. Site logistics, access and deliveries. Safety administration: who runs it and who reports. Quality and inspections. The cadence and place of the regular meetings. What the owner expects at closeout.
Meetings & decisions
Where the agreed procedures live afterwards
A procedure that is only in the minutes is easy to lose. In Fidrel the numbers the team agreed are used in the records themselves. Each submittal has a Required on site date and a Review due date, each RFI has a Due date, and a change order has a number and a place for its approval. The decision you registered at the kickoff tells the team which numbers to enter, and the item list shows whoever still owes an action.
How to run the kickoff meeting in Fidrel
Step 1
Invite the participants first
Invite everyone by e-mail with a role and access to the right folders. The invitation is valid for seven days and can be withdrawn, and Contacts lists the companies by role: owner, architect or engineer, general contractor and supplier.
Step 2
Create the meeting record
Open Meetings and choose New meeting. Pick a meeting type, such as Coordination meeting or Other, enter the date, the location or an online meeting link, the chair and the note taker, and write the agenda.
Step 3
Turn each action into an agenda item
Create an agenda item for each open point, such as the submittal log or the safety administration. Each item has a responsible person and a due date, and the person is notified in Fidrel when it is assigned.
Step 4
Register the procedures as decisions
For each procedure agreed, choose Register as decision. It gets a DEC number, states Decided by and Affected people, and links to the meeting. Set the meeting to Held, then Closed when its items are done.
The record that new people can read
A meeting record holds the type, the date, the location, the agenda, the participants and absentees, the chair, the note taker and the minutes, with files and photos, and its status moves from draft and scheduled to held and closed. Agenda items and decisions link to documents, drawings, RFIs and issues, and every record has a change log. Add the next regular meeting’s open items by choosing Add existing agenda item, so a point from the kickoff follows through until it is closed.
What the meeting record does not do
Fidrel ships no preconstruction agenda template; the agenda and the minutes are free text in a meeting record. A meeting record cannot be exported as a PDF or Word document, and a meeting sends no e-mail to the attendees. There is no way for attendees to accept the minutes in the record, and nothing in Fidrel replaces the contract documents.
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Kickoff meeting
Frequently asked questions
Anything else on your mind? We are happy to help.
Talk to usCommonly the contacts and authority, the schedule, the submittal and RFI procedures, change orders, site logistics, safety administration, quality and inspections, the regular meetings and closeout expectations. Your contract decides what it must cover.
No. A meeting record has a free-text agenda and minutes. Fidrel ships no preconstruction template, so you write the agenda for the project in the meeting.
There is no type named preconstruction. Choose Coordination meeting or Other, and say what it is in the title.
Register each as a decision from the meeting. It gets a number, says who decided and who is affected, and links back to the meeting, so anyone can find it later.
No. A meeting sends no e-mail to the attendees. People invited to the project see the record in Fidrel, and a responsible person is notified there when an item is assigned.
No. A meeting record cannot be exported as a PDF or Word document, so anyone who needs the minutes opens them in the project.