Meeting
Dynamics
Effective
Meetings Assignment
Professor Williams
Mike Waller, Brice
Building Company, Inc.
October 18, 2000
Prepared By,
Jonathan Feekes
Assignment One:
Prepare and submit a meeting agenda for a blasting survey
that is required before blasting can begin for the new surgery center project in
a residential neighborhood.
Before any blasting can commence a blasting survey must be conducted in order to assess the quality of residential homes within a 1000-yard radius. This survey will form a database of pre-blast and post-blast structural conditions of the buildings in the area and allow the construction team to maintain a safe guard on liability. The construction company and blasting team wish to conduct a meeting in order to explain the project, why the blasting is needed, why a survey must be performed, and alleviate any fears or concerns the citizens might have.
Because the use of blasting is required it is important to notify families within the 1000-yard area in an upfront and honest way. The families will have questions and concerns and so planning a meeting should be taken seriously. The meeting should be scheduled well in advance of the blasting activity to allow for the survey to be conducted in an honest and thoughtful manner allowing the families to feel more comfortable about the situation.
A. Notify families, by letter, two weeks prior to the meeting.
B. Notify families, by hand delivery, with a notice one week before scheduled meeting.
The letter should contain the following items of information:
Date: Two weeks before scheduled meeting.
Time: Monday night at 7 pm.
Location: Meeting will be held at the nearby community center, or in the nearest public school gym
Attendees: General Contractor – VP or higher, Project Manager, and Superintendent.
Blasting Company – President, Superintendent, and blasting engineer.
Local Officials – City planner or City Manager.
Hospital Manager.
Representatives from each household.
Purpose of the meeting:
Describe the construction project and explain the need for the blasting due to the rocky soil conditions. The letter will also contain brief information regarding the following items:
The importance of attending the
meeting by at least one representative of the household in order to gain
knowledge of the survey, why it is needed and allow time for questions and
answers.
Stress the importance of the hospital as a wonderful health care facility capable of caring for the needs of the community.
Meeting Agenda:
This agenda will be handed out at the meeting site.
The agenda will cover several key items and will be lead by specific
personnel as follows:
i. Within one week after the blast.
After the meeting there will be a sign up sheet.
Each family should choose two (2) different dates and times when at least
one responsible family member will be home for the survey.
By allowing the families to choose two different times, the
survey team will cut down on “no-shows” or “emergencies” so a complete
survey can be made prior to the blast.
As part of the sign up sheet, notify family members that
the construction team will hold families accountable to those times and dates
and will assume no liability if after two attempts to conduct the survey no
access was gained to the structure.
The Meeting should be concluded within two hours. Additional time will then be available for the families to sign-up for the survey.