SITE MEETING LOG
SML
SITE MEETING LOG
MEETING 00:00
Project & Site Logistics
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01Administration & Safety
5 MIN
Always start with safety to set the tone and mitigate liability.
Roll Call: Project Directory & Attendance
Track attendees with direct mobile and email links specific to this project.
Safety Review
Any near misses, accidents, or safety violations in the past week? OSHA, PPE, fall protection.
Site Conditions & Security
Are fencing, signage, and erosion control intact? Has weather impacted site access or conditions?
02Schedule & Progress
15 MIN
Review the timeline and hold trades accountable.
The Look-Back: Previous Commitments & Milestones
Review prior week deliverables and hold trades accountable for uncompleted action items.
⚡ Open / Carried-Over Action Items from Previous Meetings
The Look-Ahead (3-Week Window)
Next Week: Exact activities & trades on site. Weeks 2 & 3: Horizon milestones.
Schedule Impacts & Recovery Plan
Are we on schedule? If tracking behind, what is the mitigation plan to recover lost time?
03Site Issues & Roadblocks
15 MIN
Address field problems and clear the path for upcoming work.
Current Site Problems
Discuss coordination clashes, trade conflicts, or constructability issues in the field.
RFIs (Requests for Information)
Review RFI log. What answers does the field urgently need from design or engineering?
Submittals
Review pending shop drawings or product submittals blocking progress.
04Procurement, Materials, & Logistics
10 MIN
Ensure the site has what it needs before it's needed.
Short-Term Materials (2–3 Weeks)
What materials are required for the next 2-3 weeks? Check POs and supplier confirmations.
Long-Lead Items
Check status of items with long lead times (custom glass, switchgear, cabinetry, trusses).
Delivery & Staging
Confirm delivery dates. Where will materials be staged to avoid double-handling or trade blocking?
05Financials & Scope Changes
10 MIN
Keep a tight grip on the budget.
Approved Change Orders (COs)
Distribute and schedule work for recently approved changes.
Pending Change Orders
Review pricing submitted by trades for requested changes.
Potential Scope Changes
Are there any anticipated changes based on recent site conditions or client/developer requests?
06Quality Control & Inspections
5 MIN
Ensure work meets design intent and code requirements.
Municipal Inspections
What city/county inspections are required this week (framing, rough-in, insulation)? Who is scheduling?
Third-Party & Engineering Inspections
Schedule special inspections (soils, structural steel, concrete pours, waterproofing).
Architectural / QA Site Walks (Pre-Cover)
Review detailing, blocking, backing, or layout requirements verified before work gets covered up.
07Wrap-Up & Action Items
5 MIN
Assign ownership and confirm the next milestone.
Action Item Review
Clearly define who is doing what by when.
Next Meeting Confirmation
Confirm the date, time, and focus for the next site walk.
LOG Action Items Matrix (Master Register)
Master record of all field commitments, deliverables, and trade accountability.
New Action Item
# Task / Action Item Responsible Party Priority Due Date Status Action
POSTPost-Meeting Procedure (Within 24 Hours)
Lock in accountability and circulate action items within 24 hours of site walk.
Type Up Meeting Minutes
Focus specifically on Action Items and Schedule Changes.
Distribute Minutes Within 24 Hours
Distribute to all attendees and project stakeholders.
Update Project Management Software
Update software with new tasks, deadlines, and responsible parties.
EXPSynthesized Meeting Minutes
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