How to prepare for a design coordination meeting
Helonic is an AI construction drawing analysis platform for people prepare coordination meeting during plan review.
Run effective coordination meetings that actually resolve issues
Coordination meetings can either resolve issues or waste everyone's time. The difference is preparation. A well-prepared meeting has a clear agenda, the right people, and documented issues ready for discussion. Here's how to prepare effectively.
How do you define the scope of a coordination meeting?
Focus each meeting on specific areas or issues:
Trying to cover everything in one meeting leads to shallow discussion and unresolved issues.
Who should attend a coordination meeting?
Only invite people who can contribute or make decisions:
How should you document issues before a coordination meeting?
Document each coordination issue before the meeting with a location, the drawings involved, and a proposed decision:
Issue #: Sequential number for tracking
Location: Grid lines, floor, area
Description: What is conflicting and why
Disciplines: Who is affected
Visual: Screenshot or markup showing the issue
Proposed Solutions: Options if known
Which documents belong in a coordination meeting packet?
Ensure everyone is working from the same information:
How should you structure a coordination meeting agenda?
Structure the agenda so high-cost clashes and decisions that block design come first, then routine items:
When should you send the pre-meeting package?
Send materials at least 48 hours before the meeting:
- Meeting agenda with time allocations
- Issue log with all items to be discussed
- Relevant drawing sheets or excerpts
- Previous meeting minutes and open action items
- Any RFI responses or ASIs issued since last meeting
How do you prepare a decision framework for a coordination meeting?
Have criteria ready for resolving disputes:
Keep exploring
More on coordination workflows and drawing reviews.
Spot field problems before they hit the meeting.
Clear markups for issue documentation.
Submittal tracking that surfaces blockers.
Foundational reading skills for coordination.