Architects / 12 site supervision steps: schedules & Meetings is the ninth article 8,7,6,5,4,3,2,1 of a series. To share and illustrate the author’s years of architectural supervision experience. The experience of supervising various types of projects and functions. Such as functions related to human residential, commercial, leisure, sports, other industrial, and military projects. Projects I worked on and supervised, for example district cooling plant of Abu Dhabi Airport. An industrial building that supplies the airport with chilled air. Additionally, other projects, such as Emirates Industrial Bank, of a mixed-use function. Privately funded school building with a sports hall.
The article does not specifically discuss the project management plan built by the contractor. Nevertheless, I will go through some details that relate to architect supervision work schedules and meetings. Here, I will discuss and show every level of the architect’s team schedules and related work. In addition, how the architect team set up meetings during construction, as well as what to discuss and who attends.
A contractor project manager, with the assistance of a project planner, builds a project management plan for the project execution. The plan intends to show the project execution steps and process. Also, it identifies main project milestones such as the substructure completion stage. The plan includes tasks, activities, schedules of payments, and timetable. Moreover, subcontractors’ activities, client and authority approvals timeline.
The architect’s head, the ARE, studies the project management plan and marks the tasks that relate to the architect’s supervision. Furthermore, he marks the execution tasks requiring approval from the client or authority. Also, marks the time to submit any architecture-related documents and approvals submitted by the contractor.
Architects / 12 site supervision steps: schedules & Meetings, architects scheduling tasks and activities.
The highest architect’s team level, the ARE, prepares schedules and distributes them to lower levels in the first coordination meeting. Thus, the site inspector, upon receiving these schedules, begins to schedule his tasks, activities, and document work.
So, what does a site inspector schedule for his site supervision work? The site inspector checks all the schedules received by the head of the team. Also, he prepares a schedule for the preparation work for every task in the schedule.
The site inspector, moreover, marks when to check for the beginning of any task on the site. Therefore, he marks when to follow up on the activity execution and the stages to check. As well as what to include in the schedule for the activity. For example, stone cladding includes preparation works for the cladding itself rather than work requirements. To mention the scaffolding, its rigidity, safety of installation, safety of use, and proper alignment to do stone cladding work.
After all that and the finish of preparation works, preparing the surface to receive a weather-proof layer. In addition, the insulation layer and proper wall fixing. Beginning of leveling work for kicker and checking drawings of stone pieces’ dimensions for installation. Furthermore, checking if the cladding is open joint or back side mortar fill is required. Finally, closing façade joints with mortar and a proper finish, and looking as per the shop drawings.
At the second level of the site architecture team comes the site architect. What does the site inspector schedule? He prepares a schedule for following up on the site inspector work. Also, schedule for inspector work activities. A schedule for preparing a draft weekly or monthly report for the team head. In addition, a schedule for the start of task preparation works on the site. And a schedule of his inspections of site activities.
For example, within the schedule of external landscape work. The site architect schedules when the activity should start as per the Project Management plan. Also, the preparation works for the activity, such as leveling and grading work. Then, plotting all centers of the main components of the design and accesses. Furthermore, the beginning of paving works, paths, and sitting areas. Plotting locations of sheds, pergolas, and special features such as fountains and water beds. Finally, the agricultural works of preparing for the planting of lawn, trees, bushes, and other green features. See figure 1 as per the schedule, inspecting the clay roof tile steel structure.
The highest level of the supervision team, the ARE, looks after the full work and team. What does an ARE schedule for site supervision? Schedules all activities for the site architect to inspect. A detailed schedule for the final site inspections. Also, A schedule for all site supervision received reports and finalizing them and giving approval. Moreover, a schedule for all construction documents reviews and approval, such as shop drawings, method statements, contracts, dispute issues, change orders, material submittals, and alternatives.
For example, the ARE receives an initial report from the site architect, collected from the site inspector and his inspections. In addition, a quick review and coordination with the site architect before finalizing and approving. Finally, prepare an official letter submittal to the consultant and copy to all construction team heads.
Architects / 12 site supervision steps: schedules & Meetings, architects team meetings
To start with, I need to show what type of meetings exist in the construction industry in general and particularly in the site supervision project. Kick-off meeting marks the beginning of a construction project that includes the client, consultant, contractor, and authority officials. Coordination meetings come in two levels: first, the consultant team, including all disciplines, with the main office on demand. Second, a site team from the consultant side or contractor side, with the authority officials. Third, the site construction team members before a main task starts, such as slab construction or substructure elements. Project Progress meeting includes a meeting held every week or every two weeks in the site supervision office with all site construction team.
What type of meeting does a site inspector hold or attend? He attends meetings in the site with the contractor team before a task starts or during construction. In addition, with site architect reports daily activity status or an oral report of task construction failure. Finally, attends a meeting with the highest team member at the ARE when he wants to assign a task on the project site.
What type of meetings does a site architect hold or attend? With the contractor team, coordination for the activity work. With an inspector for oral reporting or written reporting of a site activity. Also, with ARE for handing over the initial report or oral report of the failure of the site issue. Furthermore, discussing with ARE discussing construction document issues. Finally, with suppliers to discuss material specification issues and non-compliance with project specifications.
What type of meetings an ARE hold or attend? He attends occasional progress meetings with the consultant head office. Project progress meeting with the site team and the client or their representative. Also, with the contractor to discuss site issues, to discuss contract dispute matters, defects, and delays in the project execution timeline. Finally, with the authority officials for site inspection and approvals.
Here, I have discussed and shown the site architecture inspection team’s scheduling of tasks for construction and types of meetings for every individual. These schedules and meetings are typical for middle to large-scale projects. See figure 2, RE and the site team conducting a site coordination meeting.
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