Design and Construction, Professionalism
Recipe for Success How to Have a Great Kick-Off Meeting Step 2 Know Your Role
Step 1 Come to the Table Prepared Kicking off a construction project starts long before the ground is broken. A kick-off meeting is imperative for good communication and a successful relationship between the contractors and the property team. Before the meeting even starts, however, there is work to be done to ensure it goes smoothly. Jessica Moore, a senior property manager with Stream Realty, likes to make sure everyone has all the materials for success. “I like to be over-prepared. Especially if the meeting is at my property,” Moore said. “I will make an agenda, and I will have copies of the drawings, a schedule, and budget pricing.“ Having all the proper materials in both their physical form and emailed to all attending the meeting is a quick way to make sure everyone is starting on the same foot. The guest list is also a key item. A great kick-off meeting will include all relevant parties on both the contractor and the property management side. “You need all the key decision-makers to be there, especially at the kickoff meeting,” Moore said. Intentions can get lost in translation, so having key players present will make sure that everyone involved is informed. Make sure that the meeting contains representatives from all involved parties.
To have a successful project, contractors and property teams need to understand what should be conveyed at the kickoff meeting. Amanda Bare, an account executive with Roof Partners, said that the property team really needs to help the contractor get to know the property. “I think that a property team needs to be upfront in terms of locations, ingress, egress, and anything building specific,” Bare said. The contractors also need to come prepared. Moore likes to make sure that anything that can be answered up-front is addressed. She likes to prevent back and forth that may lead to misunderstandings down the line. Being detailoriented and thorough during the kickoff meeting will prevent challenges later in the construction process. “I feel good when they ask a lot of questions,” Moore said. “I feel like the rules and regulations can kind of get taken for granted during the pre-construction process.” Contractors should also be prepared to provide schedules of work and deliveries so that the property management team can make sure it fits into the regular operations of the building. Tenants may also need to be present at the kick-off meeting if it is a tenant build-out. Tenants should come with questions and specifics about their expectations.
Step 3 Follow Through
Having a kick-off meeting is about expectations. The bottom line is communication is key. The project is not complete when the meeting ends. Property management teams and contractors need to make sure they are closing the loop and following through with communication both after the kick-off meeting and throughout the project. “After your kickoff meeting, I think it’s important for the contractor to follow up with an email and include all of the people that were discussed and to use that email going forward,” Bare said. Also, consider taking pictures before construction starts. Moore said that those before and after pictures are helpful and taking pictures throughout the project can help property managers and contractors better communicate about the status of the project. A great kick-off meeting will leave all involved with a good grasp of expectations and a line of communication. With everyone on the same page to start, the construction process will move easier and with fewer misunderstandings.
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