Pre-service briefing
Ten minutes before opening, every day: bookings, today's specials, instructions and points to watch.
Check-in: Bookings and expected rushToday's specialsInstructionsPoints to watch
Site meeting
The weekly site meeting: work done, work planned, safety issues and the punch list, with minutes ready before everyone leaves.
- Every week, 45 min
- 4 min to speak, each
Free. Your first meeting starts from this template, and everything stays editable.
Who it’s for
Building and renovation sites: the project manager, the trades, the client and the safety coordinator.
Why this format
- Safety firstSafety issues have a section of their own, so the schedule never pushes them aside.
- Trades stay in stepEach trade says what it did and what it plans, so clashes and waiting times show up early.
- The punch list is followedSnags are a checklist kept from one meeting to the next until they're cleared.
What everyone prepares
Before the meeting, each person fills in their check-in in a few minutes, from a computer or a phone. Here is one, as it looks in Ronde.
Work done
- Ground-floor plastering finished
- First-fix electrics on level 1
Work planned
- Screed on level 1 on Monday
- Window delivery on Wednesday
Safety issues
- Guardrail missing on the north stairwell
Punch list
- Cracked tile in the hall replaced
- Door frame 1.04 out of line
How a session runs
- IntroEveryone joins, in the room or on the call: the screen shows who is here and what is on the agenda.
- Round table4 min eachEach person in turn shares their check-in, with a timer; the others raise a hand, react or say thanks.
- Open topicsThe subjects raised along the way, with the decisions taken and the follow-up actions.
- Wrap-upThe minutes are ready: decisions, actions and their owners, everyone’s check-in.
Ready with this template
Each meeting turns modules on or off as it likes; these come switched on.
- Raised hands and questionsRaise a hand or ask a question during a turn: a questions step follows that turn.
- TimeboxA topic of its own on the agenda, with its own duration and its notes in the minutes.
- Decision logEvery “Decision:” line of the notes, from every session, in one searchable list open to the whole team.
Tips to run it well
- Ask the trades to fill in their check-in from their phone before the meeting: the round goes faster on site.
- Go over the minutes at the end: they serve as the site report sent to everyone.
Similar templates
Weekly sync
A round table of what was done, what is planned and what blocks, with open topics and follow-up actions.
Check-in: Done this weekPlanned for next weekBlockers to flagOther
Daily stand-up
Fifteen minutes on weekdays: yesterday, today, blockers. Short turns, nothing more.
Check-in: YesterdayTodayBlockers to flag
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