CUSTOMER-FACING SERVICE STANDARD

MEETING SUPPORT

Minutes & Follow-Up

A defined process for turning project meetings into clear minutes, assigned action items and a traceable follow-up record.

1. What This Service Does

A meeting is only useful if the decisions and commitments survive after everyone leaves the call. RPE converts contractor-supplied meeting notes, agendas or approved recordings into organized minutes, captures action items, assigns responsible parties and required dates, distributes the approved record, and follows unresolved actions until they are closed or escalated.

2. What Is Included

• Prepare or format meeting agendas when requested.
• Organize contractor-supplied meeting notes or approved recordings into professional minutes.
• Separate discussion from decisions, commitments and required actions.
• Capture action items with responsible party, due date and project reference.
• Maintain an action-item register tied to the meeting record.
• Distribute approved minutes and action lists through the agreed project channel.
• Follow unresolved administrative actions and update status.
• File final minutes, attachments and closed action records into the controlled project record.

3. How the Process Works

The customer workflow is: Agenda / Input → Minutes → Action Items → Distribution → Follow-Up → Closure.

4. What the Meeting Record Should Show

• Meeting name, date, project and attendees.
• Key discussion items organized by topic.
• Decisions or contractor direction that were actually made in the meeting.
• Open questions requiring additional information.
• Action-item owner and required / promised date.
• Reference to related RFIs, submittals, changes, procurement items or other project records where applicable.
• Carryover items from prior meetings.
• Closed items and final resolution.

5. Action-Item Follow-Up

RPE does not simply issue minutes and forget them. Open administrative actions remain visible in the action register. RPE follows the responsible party, records promised dates and escalates items that require PM / Superintendent authority, field verification or commercial direction.

6. Responsibilities and Handoffs

Operating rule: RPE controls the meeting record and follow-up trail. The contractor controls project decisions and commitments.

7. What You Receive

• Consistent professional meeting minutes.
• A clear written record of decisions and commitments.
• An action-item list with ownership and due dates.
• Carryover tracking so open items do not disappear between meetings.
• A documented follow-up history for unresolved commitments.
• A retrievable project record that supports continuity and accountability.

8. What We Need From Your Team

• Meeting notes, approved recording access or participation in the agreed meeting process.
• Confirmed attendee / distribution list.
• Contractor guidance on which matters are decisions versus discussion only.
• Timely PM / Superintendent correction when minutes do not accurately reflect the contractor’s intent.
• Prompt decisions when an open action reaches the contractor-authority gate.

9. Service Boundaries

• RPE does not invent field facts, decisions or commitments that were not made.
• RPE does not convert informal discussion into a contractual commitment without contractor confirmation.
• RPE does not negotiate owner / A&E commercial positions unless expressly authorized.
• RPE does not direct field labor, means and methods or subcontractor manpower.
• RPE does not provide legal interpretation of meeting statements or contractual entitlement.
• RPE does not replace the PM or Superintendent as the project decision-maker.

10. Commercial Summary

11. The RPE Service Promise

No forgotten decision. No orphaned action item. No meeting record buried in somebody’s inbox. RPE turns recurring project meetings into a controlled record that shows what was decided, who owns the next action and whether the commitment was actually closed.