SiteMinutes runs on iPhone, iPad and Mac. Everything is organised the way a job file is: a project holds its meetings, plans, snags and contract instructions, and each meeting holds its recording, attendance, photos and actions.
Create a project
- Open SiteMinutes. On the Project register, tap New project (the + button).
- Enter the Project name. Everything else is optional, but the more you fill in, the better your minutes read:
- Project number, Site address and Client
- Contract: JBCC Principal Building Agreement, JBCC Minor Works Agreement, JBCC N/S Subcontract Agreement, or Other / no contract yet
- Employer, Contractor, Principal Agent, Quantity Surveyor and Contract sum
- Site handover date, Date for practical completion and the Rain-day allowance
- Tap Save.
SiteMinutes adds the client, principal agent, quantity surveyor and contractor you typed to the project's People register, so they are listed at every meeting. Check the dates and allowances against the signed contract data.
Add the people
- Open the project and tap R1 People.
- Tap Add person and enter the name, company, role (Employer / Client, Principal Agent, Architect, Quantity Surveyor, Engineer, Contractor, Subcontractor or Other), e-mail and phone.
Everyone in the People register is added to Attendance as Not marked (contractors and subcontractors are left out of client meetings). Mark who is present on 01 Attendance, or tap All present.
Create a meeting
- In the project, tap New meeting.
- Choose the Type: Site meeting (numbered SM01, SM02 …), Client meeting (CM01 …) or Site inspection (IN01 …). Inspections use IN, not SI, because on South African and Namibian sites SI means Site Instruction. The next number is filled in for you.
- Check the Date & time and the Venue (it starts as the site address).
- If there was an earlier meeting of the same type, leave Carry forward open actions on. Its open and ongoing actions are copied into the new meeting. See Actions & carry-forward.
- Tap Create. The meeting sheet opens.
Record the meeting
- On the meeting sheet, tap Record meeting.
- Tell everyone the meeting is being recorded, then tap Start recording.
- Tap an agenda item each time the discussion moves on, and tap the quick marks (Action, Decision, CI needed, Snag, Delay / rain, Note) as things come up.
- Tap Done when the meeting ends. Nothing is discarded.
The details are in Recording a meeting.
Fill in the sheets
After the meeting, the meeting sheet has seven numbered sheets:
| Sheet | What it holds |
|---|---|
| 01 Attendance | Who was present, who sent apologies, who was absent |
| 02 Photos | Every photo from the meeting, filed under agenda items |
| 03 Plan & snags | The project's plans with numbered snag pins |
| 04 Actions | The action register, numbered by agenda item |
| 05 Transcript | The meeting transcript, if you have one |
| 06 Minutes & export | Meeting pack, minutes and the A4 PDF |
| 07 Contract instructions | The project's CI register |
There is also a Notes box on the meeting sheet for general notes. They are added to the minutes under General.
When the sheets are complete, go to 06 Minutes & export to issue the minutes. See Exporting the meeting pack & minutes.