Best Practices | Client Meeting Notes

Accurately documenting our discussions with clients is an important part of creating a successful and enjoyable construction experience for them.

What Are Meeting Notes?

During any meeting with clients, one member of our team is always assigned with the task of note taking. These notes specify what was discussed and decided upon in the meeting. They provide a permanent record of the meeting for future reference. These notes include an overview of the meeting, including:

• What the client liked about the design

• What the client didn’t like about the design

• Designers suggestions for the design

• Timeline for the project

• Investment range

Why Accurate Meeting Notes Benefit Everyone

Notes are a record of the meeting for those who were there and an important source of information for those who were not. After a meeting, we send a copy of the notes to the client. This is important for multiple reasons, as it:

• Allows us and the clients to be on the same page

• Allows the client to ensure that the information we have is correct

• Helps to share accurate information with anyone who was unable to attend the meeting

Meeting Notes Become A Centralized Task System

After each client meeting, members of our team are assigned different tasks according to what occurred during the meeting. Our meeting notes feed directly into our open task report, which organizes all that needs to get done and lists who is responsible for achieving each task.

More Benefits of Meeting Notes

Taking meeting notes helps to drive a plan of action for our team. They clarify what, when and why decisions were made and keeps everybody, including the client, on the same page.

The biggest benefits to us from taking notes include:

• Leads to better communication

• Better organization

• A finished design that is exactly what the clients desired

The biggest benefits to you, the client, include:

• Provides a written account of how we understand your project. If there are any questions about direction, vision, timeframe, etc. you have ample time to ask us and together, we can ensure it is correct.

• Creates a history of the decisions you made, which can sometimes get blurry when you are in the heart of any construction project where selections are made. You can refer back to those documents as often as necessary.

If you have a custom home build or remodeling project in mind, let’s talk.