01
Review completed and upcoming areas
Use a roof sketch to show what has been opened, repaired, and finished. Discuss the next work zone and any access or weather constraints. Review material deliveries against the approved selection. Ask for photographs of details that will soon be covered so questions can be answered while the work remains visible.
02
Close each meeting with decisions
Record unresolved items, the person responsible, and when an answer is needed. Separate information updates from decisions requiring approval. Share the same notes with the owner, contractor, and relevant designer to prevent conflicting directions. At the next meeting, review those items first. The purpose is a usable decision trail, not a large report that nobody refers to on site.