Page 292 - Urban Construction Project Management

Meetings and Communications 247
Exhibit 13-1
Item Included
Checklist for a
1. Telephone system and directory
communications
2. Facsimile system and directory plan.
3. Internet connectivity and directory
4. Voice mail system
5. After hours answering service
6. Emergency answering service and response
7. Directory of corporate employees
8. Directory of firms involved with a project
9. Emergency contact list
10. E-mail system and directory
11. Project management website and website manager
12. Project management software and software manager
13. Records management policy, procedures and records manager
14. Photographs with dates, times, and locations
15. Progress reports
16. Financial reports
17. Photographs
18. Video clips
19. Meetings

Exhibit 13-2
Item Included
Guidelines for
1. Always prepare an agenda for the meeting.
conducting a
2. Publish the agenda to all parties. successful
3. Invite only the parties who are required to attend the meeting.
meeting.
4. Appoint a chairperson of the meeting to direct and
manage the meeting.
5. Stick to the topics on the agenda.
6. Have someone other than the meeting chairperson
take the minutes.
7. Publish a set of meeting minutes within 48 hours of
the meeting.
8. Distribute the meeting minutes via E-mail or hard copy.
9. Ensure that each item discussed at the meeting is
properly recorded, the person who will be working on
the resolution of the item is identified, the expected
due date is determined, and the status of the item is
clarified.
10. Delegate personnel responsible for the resolution of
the open items; have them report on the status and
resolution of the matter.
(Continued )