The same conflicts come back every week
The ductwork and the sprinkler main want the same ceiling space. It is discussed on Tuesday, a sketch is promised, and on the following Tuesday nobody remembers who owed the sketch.
Meeting template
Subcontractor coordination meeting agenda for the weekly trade meeting
The weekly meeting with the trades goes wrong without a fixed agenda: the look-ahead, delays, conflicts, open RFIs and who does what by when. Here is an agenda to paste into a meeting record, and how to follow the actions from one week to the next in Fidrel so they do not disappear into the minutes.
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Why the weekly trade meeting drifts
Actions recorded without a name or a date
The minutes say that access to level three will be coordinated. They do not say by whom or by when, so the first person to notice is the foreman who cannot get a lift.
A meeting with no fixed order
When the agenda is whatever the superintendent remembers, safety gets two minutes or none, the three-week look-ahead is skipped and the loudest trade sets the order.
An agenda for the weekly meeting with the trades
Keep the order the same every week. First, safety: anything that happened or nearly happened since the last meeting. Second, open items from the last meeting, read by item number. Third, the look-ahead for the next three or four weeks, trade by trade, with what each needs from the others. Fourth, delays and conflicts: where two trades want the same space or the same day. Fifth, RFIs and submittals that are holding work. Sixth, deliveries and inspections coming up. Last, the new actions, each with a name and a date. Paste this into the meeting’s agenda field and edit it for the project; a fixed order is what makes a thirty-minute meeting stay at thirty minutes.
Meetings & decisions
Keeping open items from week to week
An agenda item stays open or in progress until someone closes it. The responsible person gets a notification in Fidrel, and the item shows up under Assigned to me on the Home page until it is closed. Because an item is a record of its own with a number, the minutes can say ITM-014 instead of repeating the sentence. When the same item is on next week’s agenda, bring it in with Add existing agenda item and its history comes with it, so the team can see how many meetings it has survived.
How to run the trade meeting in Fidrel
Step 1
Create the meeting with the right type
Choose New meeting and set the Meeting type to Subcontractor meeting or Coordination meeting. Fill in the date, the location and, for a call, the Online meeting link. Each meeting gets its own MTG number.
Step 2
Paste the agenda and name who attends
Write the agenda in the meeting, list the Participants and the Absent, and name the Chair and the Note taker. The names are text, so a foreman who does not use Fidrel can still be listed.
Step 3
Create an agenda item for every action
Create each action as an agenda item with an Item number, a Responsible person and a Due date. Link it to the RFI, the issue or the drawing it concerns, and the responsible person is told in Fidrel.
Step 4
Close the meeting and carry what is open
Write the minutes, move the meeting from Draft or Scheduled to Held and then Closed. At the next meeting use Add existing agenda item to bring an open item forward, and use Register as decision for what was decided.
What the meeting record holds
A meeting record holds its type, date, location, agenda, participants and absentees, chair, note taker and minutes. Files and photos of up to 25 MB can be attached, and the record can be linked to documents, drawings, RFIs, issues and estimate line items. Every record has a change log that shows, field by field, who made the change and when, which is useful when the minutes are disputed. A decision made in the meeting is registered as its own record with who decided, who is affected and the consequences.
What this meeting setup does not do
Fidrel builds no look-ahead for the meeting: the agenda is written by the team, and dates from the schedule are copied in by hand. Participants and absentees are typed as names, so there is no sign-in sheet for the trades and no attendance count, and the minutes are not e-mailed; the person made responsible for an item is notified in Fidrel. Open items carry over by hand: you add an existing agenda item to the next meeting, and Fidrel does not copy the list forward on its own.
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Meeting template
Frequently asked questions
Anything else on your mind? We are happy to help.
Talk to usSafety, open items from the last meeting, the three-week look-ahead by trade, delays and conflicts, RFIs and submittals that hold work, deliveries and inspections, and new actions with a name and a date.
Use Subcontractor meeting for the weekly meeting with the trades, or Coordination meeting for a session on conflicts. The type is a label, so both hold the same agenda, participants and minutes.
Create it as an agenda item with a responsible person and a due date. The person is notified in Fidrel, and the item stays open until someone closes it.
Yes. Use Add existing agenda item in the next meeting and the open item is carried forward with its history. Fidrel does not do this by itself, so you choose which items come along.
No. The responsible person for an item is notified in Fidrel. If the trades need the minutes by e-mail, send them yourself or issue the document through a transmittal.
Fidrel does not build the look-ahead for the meeting. Export the schedule to Excel, CSV, PNG or SVG, or print it, and put the dates into the agenda.