Pre-Con Meeting: How To Prepare The Meeting

How to Prepare for a Pre-construction Meeting

Preparing for a Pre-construction meeting—also called a pre-installation or preparatory meeting—is a critical step for successful project execution. This blog aims to clarify what this meeting entails, why it’s crucial, and how you can prepare for it effectively.

What Is a Pre-construction Meeting?

A Pre-construction meeting, as discussed here, is not the same as the one you might have with the owner or a city inspector. Instead, it’s the meeting held to prepare a work package with the trade partner approximately three weeks before starting the actual work.

Though various terms like pre-installation or preparatory meeting are used, the intent is consistent: it is specific to the work package and aligns with long-term planning best practices.

Why Pre-construction Meetings Are Crucial:

This meeting plays a vital role in ensuring smooth project execution by fostering alignment between all stakeholders. It addresses four key habits for successful long-term planning:

1. Pull Planning: Begin three months out to structure workflows.
2. Pre-construction Meetings: Conduct these three weeks before the work package starts.
3. Six-Week Look-ahead Planning: Prepare detailed weekly work schedules.
4. Supply Chain Alignment: Adjust procurement buffers and feeding buffers as needed.

By following these habits, you can avoid common pitfalls such as delayed starts, defects, and production delays.

Key Outcomes of a Pre-construction Meeting:

The goal of the meeting is simple: ensure that trade partners have everything they need to install the work package efficiently. This includes:

• Accurate Information: Plans, specs, RFIs, and installation instructions.
• Visual Systems: Tools to plan, build, and finish the work package.
• Prepared Teams: Educating foremen and crews for a seamless start.

Without proper preparation, the first zones will take longer, increasing the likelihood of defects and delays in meeting production schedules.

What Happens in a Pre-construction Meeting?

These meetings typically involve trade partner project managers, superintendents, and foremen. If the foreman is absent, the meeting cannot be effective. Information transfer between first planners (initial preparation) and last planners (foremen and crews) is a key aspect.

Core Agenda:

1. Set Expectations: Define clear objectives and deliverables.
2. Work Package Planning: Outline the specifics of the task at hand.
3. Installation Instructions: Detail the processes for proper execution.

How to Prepare for a Pre-construction Meeting:

Preparation takes approximately a day and a half of focused work. Key preparatory steps include:

1. Gathering Documents:
   • Contracts, plans, and specs.
   • Approved RFIs, submittals, and shop drawings.
   • Installation instructions and applicable codes.
   • Safety and quality plans.
2. Highlighting Key Details:
   • Ensure all necessary items are reviewed and marked for clarity.
3. Organizing Information:
   • Use tools like red folders (as Hensel Phelps does) to keep everything easily accessible.
4. Compiling Checklists:
   • Prepare internal company checklists or customized installation work packages.
5. Ensuring Team Readiness:
   • Confirm trade partners meet insurance and bonding requirements.

Essential Materials Checklist:

For the meeting to be effective, ensure the following are available:

• Highlighted drawings, specs, and shop drawings.
• RFIs and submittals (approved and marked).
• Safety and quality plans.
• Emergency contact lists.

Final Thoughts

A well-prepared Pre-construction meeting is the cornerstone of successful project execution. Spending the necessary time and effort upfront ensures trade partners and teams are ready to hit the ground running.

By consistently following these practices, you’ll enhance your team’s efficiency, minimize risks, and keep your projects on track.

Let’s make every Pre-construction meeting a step toward excellence!