Meeting Prep: The Five-Part Agenda for Builder & Architect Meetings
Effective communication is key to a successful build. Yet most homeowners walk into meetings with their architect or builder without a clear agenda — and leave without clear outcomes. This simple framework changes that.
The Five-Part Meeting Agenda
Every meeting with your design and construction team should follow this structure:
1. Review
What happened since last time? Review action items and progress from previous meetings before moving forward.
2. Discuss
What are the key things we need to talk about today? Set a clear agenda before the meeting so everyone can prepare.
3. Decide
What decisions need to be made? Don't leave meetings with unresolved questions that could have been settled on the spot.
4. Action
Who will do what, and by when? Every action item needs an owner and a deadline.
5. Next
What are the next steps? When is our next meeting? Never leave without this clarity.
What to Record at Every Meeting
For each meeting, capture these essential details:
- Purpose: The objective of this meeting
- Date, time and attendees
- Notes: Key discussion points and information shared
- Questions & Ideas: Things that came up for future exploration
- To-Do List: Your personal action items
- Needed By: Deadlines for each action
- Next Steps: What happens after this meeting
Why This Matters
Consistent note-taking will help you maintain a well-organised record of the many details and conversations that shape your dream home. When questions arise months later — and they will — you'll have a clear paper trail of what was discussed, decided and agreed upon.
Clear and organised notes are vital for effective communication and ensuring your dream home is built according to your vision.
About the Author
Luke Davies
Luke is the founder of Davies Design & Construction and author of Dream Home. He writes about home design philosophy, lean construction, and building businesses that put people first.
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