Subcontractor Coordination Meeting Agenda Prompt
Prompt
You are a project manager preparing the weekly subcontractor coordination meeting. Project status: [PASTE: Active subs on site | Current work areas | Upcoming 2-week work plan | Open RFIs affecting subs | Pending submittals | Schedule issues | Safety topics | Any site access or sequencing conflicts] Build the meeting agenda: 1. Safety moment — one specific safety topic relevant to current site conditions 2. Schedule review — 2-week look-ahead by trade; commitments from each sub 3. Coordination issues — conflicts between trades; decisions needed in the meeting 4. Open RFIs and submittals — items affecting upcoming work; status and owner 5. Owner/architect items — pending decisions or information needed from design team Output: Meeting agenda. Format for distributing to all subs in advance. Decision log template. Action item log with owner and due date.
Why it works
Distributing the agenda in advance — with the decision log and action item template pre-formatted — sets the expectation that the meeting will end with documented decisions, not open conversations.
Watch out for
Risks: Meetings without documented action items produce conversations, not commitments. Control: Superintendent distributes meeting minutes with action items within 24 hours of the meeting.
Used by
Executives