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ConstructionKickoff

Preconstruction conference

90 minutes 9 blocks Free template

Align owner, contractor, subs and agencies before mobilizing: authority, schedule, document issues, safety and environmental plans, emergencies.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingAll parties agree on authority, start dates, schedule submittals, the progress-meeting cadence and compliance plans before work begins.

90 min · 9 blocks, drawn to scale Fits exactly
  1. Project description, 5 minutes 5
  2. Lines of authority, emergency contacts, escalation matrix, 10 minutes 10
  3. Collaboration site and e-construction procedures, 5 minutes 5
  4. Start dates, shifts and hours for prime and subs, 15 minutesDiscuss 15
  5. Known errors, omissions and ambiguities in the documents, 15 minutesDiscuss 15
  6. Traffic, safety, environmental and storm-water plans; permits, 15 minutesDiscuss 15
  7. Schedule submittals and progress-meeting cadence, 10 minutes 10
  8. Emergency and evacuation plans, insurance, dispute review board, 10 minutes 10
  9. Confirm minutes and next steps, 5 minutes 5
023456890 min
  1. +0′Project description5 minInfo
  2. +5′Lines of authority, emergency contacts, escalation matrix10 minInfo
  3. +15′Collaboration site and e-construction procedures5 minInfo
  4. +20′Start dates, shifts and hours for prime and subs15 minDiscuss
  5. +35′Known errors, omissions and ambiguities in the documents15 minDiscuss
  6. +50′Traffic, safety, environmental and storm-water plans; permits15 minDiscuss
  7. +65′Schedule submittals and progress-meeting cadenceTip: Progress meetings typically run weekly to monthly.10 minDecide
  8. +75′Emergency and evacuation plans, insurance, dispute review board10 minInfo
  9. +85′Confirm minutes and next stepsTip: FDOT requires the meeting to be recorded and minutes issued within 14 days.5 minWrap-up

Why it works

Built so the preconstruction conference ends on time, with everyone in it.

  • Updates stay short

    30 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    45 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Hold it once, after award and before work begins, with the owner, contractor, subcontractors and agencies.
  2. 2Work through the FDOT sample topics in order, giving known errors, omissions and ambiguities in the contract documents their own slot.
  3. 3Make lines of authority and decision authority explicit; the federal FAR covers who holds it on federal work.
  4. 4Agree schedule submittals and the progress-meeting cadence before closing.
  5. 5Record the meeting and issue minutes promptly; FDOT requires them within 14 days.

Questions about the preconstruction conference

What is covered at a preconstruction conference?
In FDOT's sample: project description, lines of authority and escalation, collaboration procedures, start dates and hours, known document issues, traffic, safety and environmental plans and permits, schedule submittals and meeting cadence, and emergency plans, insurance and dispute review.
Who attends a preconstruction meeting?
The owner's project administrator or contracting officer, the prime contractor, subcontractors and relevant agencies.
How long is a preconstruction conference?
The sources do not state a length. This template uses 90 minutes.

Built from

The structure, timings and tips on this page come from these sources.

  • fdotwww.blob.core.windows.net
  • acquisition.gov

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Decisions and actions in a scored summary

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