WRITING THE MINUTES OF AN ARCHITECTURAL MEETING

Submitted by: 
Arc. C.N Anako [professional member]

Accepted: 24th Jul. 2013

In the July of 2013, I was working with a private Architecture firm in Abuja. As early as my first meeting after I resumed fully in the capacity of Project Architect for a large project, the task of writing the minutes of our site meetings fell on me.

Though It wasn't part of my job Brief, It happened that once the meeting commenced , I found that I had little to say and more to write.

It became more pertinent when the Quantity surveyor demanded for a copy of my notes.

Though I was only making notes for my boss's consumption, I took the responsibility to make it available to the other consultants. With the zeal to impress I promised to mail everyone the minutes that same evening.

Now, an Architectural meeting is no different from the kind of meetings held in banks, corporate organizations, hotels, schools, industries etc. It usually features people from varying departments and professions - in attendance. There's a chairman or chair-person ( the Architect in this case) whose responsibility is to convene and conduct the meeting.  In the case of an Architectural meeting this Architect  has the final say on most issues.

Here Are A Few Tips On How To Document The Proceedings Of an Architectural / Site Meeting :

While at The meeting;

1. Sit as close as possible to the Architect

2. Note / Understand the agenda of the meeting before it kicks off.

3. Ask Questions that relate to your immediate primary employer or that vindicates him.

4. Be sure to circulate an attendance register with columns for e-mail and or Phone numbers.

5. Write down all major conclusions, Reachings or Agreements, including time and work allocations.

And After The Meeting; 

1. Start the minute with a heading stating the name of the project in full

for example:

 

PROPOSED  LIBERTY  HOUSING ESTATE PROJECT

MINUTES OF THE FIRST SITE MEETING OF ALL CONSULTANTS AND CLIENT’S REPRESENTATIVE HELD AT EVEREST HOTEL, BEHIND NEXT STORES, MAITAMA, ABUJA.

30^TH AUGUST 2013

MEETING COMMENCED AT 4:55PM

2. Write the people who were in Attendance in a table, with their designations and contact information also.

3. Write out The actual events that took place during the meeting using the motion-secondment-adoption hierarchy.

for example:  

06:35; Arc. Stephen moved a motion that all buildings included in quarters one and two Should be limited to bungalows to reduce structural implications and cost.

06: 38; the motion was seconded by Engr. Okon, The structural Engineer.

06:40; The motion was unanimously adopted. 

4. Summarize any Time schedules agreed upon clearly itemizing what volume of work is to be expected at each stage.

for example:

SUMMARY OF TIME SCHEDULES

12-09-13;  Architects will submit reviewed final prototypes drawings and site layout for phases 1 and 2 to client and other consultants.

09-09-13;  Surveyor will hand in surveyed topo-map of phases 1 and 2.

23-09-13; Submission of final Completed drawings and Bill of quantities of phases 1 and 2 to the Client works to technical Consultants including Costing.

5. Highlight any matters arising from previous meetings as well as unfinished issues from the present one using bullets or numbering if you like, for discussion from the next meeting.

6. Note the time of closing and whether it was unanimously agreed upon.

                After Writing The Minutes in this pattern, send it to a senior colleague or your Boss, via e-mail or by hand where possible and have him review it, first before you send it to the rest of the parties concerned.

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