Construction progress meeting minutes: template and a faster way

What a site progress meeting record should include

• Date, location, attendees and the contract or project name.
• Progress against the schedule: what was planned for the period and what was actually done.
• Delays, their cause and who is responsible for solving them.
• Risks and open issues: pending information requests, approvals, material deliveries, access, weather, safety.
• Decisions taken, written clearly enough to be used later if there is a dispute.
• Action items, each with a responsible person and a due date.

Copy-paste template

• Project, date, attendees.
• Progress: planned vs actual, by area or work package.
• Delays and causes.
• Risks and open issues.
• Decisions.
• Action items: task, owner, due date.
• Next meeting.

A faster way: record, then review

1. 1Record the meetingIf the meeting is on Google Meet, Zoom or Teams in the browser, T-meet records the tab and no bot joins the call.
2. 2Review the draftYou get a transcript with speakers, a summary and the list of action items. Check names, quantities and dates against the transcript.
3. 3Send the action items to the scheduleIf you use TPlanner, the action items can be sent as activities to your project, so they live in the schedule and not only in a document.

Be careful with numbers

AI can misread quantities, percentages or dates. In a construction record those matter, so always check them against the transcript before sharing the minutes. Tell the participants that you are recording.