Stop 4 of 8 · Weekly
MEP coordination
Clash notes and the look-ahead become the agenda, the meeting becomes minutes with a name and a date on every action, and a slip becomes an escalation.
Three documents, one meeting
The weekly MEP coordination meeting produces three things and only one of them happens in the room. The agenda is written from the clash report and the three week look-ahead. The minutes are written from what was said. The escalation is written when the same item appears in three consecutive sets of minutes.
Hany knows the systems better than anybody in the room. What he does not have is the hour it takes to cross a clash list against a look-ahead every Tuesday night.
The agenda
From the clash report export and the three week look-ahead in this Project, build Thursday's MEP coordination agenda. Group by area and level, and inside each area list the open clashes with the two trades involved, the sheet reference and the earliest activity in the look-ahead that the clash blocks, with its date. Put anything blocking work inside three weeks at the top and mark it. Carry forward any item from last week's minutes still shown open. Keep it to one page and do not add commentary.
The value is the join. A clash list on its own is a hundred items with no urgency in them. A clash list with the date each one blocks is a fifteen minute meeting.
The minutes
Record the meeting or type rough notes. Either goes in.
Here are my notes from today's MEP coordination meeting: [paste the notes or the transcript]. Write the minutes in the format used in the last set in this Project. Number the items to match today's agenda. Every action gets one sentence, a named owner and a date. If an action has no owner or no date in my notes, write it and mark it OWNER MISSING or DATE MISSING in capitals so I can see it. Do not record anything about cost, liability or who is at fault, and tell me separately if my notes contain any of that.
Fix the missing owners before the minutes leave your outbox, either by remembering or by phoning the person you think took it.
Compare today's minutes with the last four sets in this Project. List every action item that has appeared in three or more consecutive meetings without being closed, with the item, the owner and the date it was first raised. That is my escalation list.
The escalation
Draft an email to [the mechanical subcontractor's project manager] about the coordinated model for level six. State the dates it was due in each of the last three sets of minutes, what each slip pushed, and what we need and by when. Three short paragraphs, factual, no adjectives about their performance and no statement about cost or schedule impact. Copy line: my PM and the MEP coordinator.