COMMISSIONING MEETINGS | Explanation and downloadable agenda

Commissioning Meetings are held throughout the construction project programme to discuss and understand information relating to the commissioning activities such as:

• Commissioning Process
• Commissioning Documentation [General/FAT/SAT/Handover]
• Programme [Commissioning]
• Commissioning Related Observations
• Factory Testing
• Site Testing
• Integrated Systems Testing
• Facilities Staff Training
• Operating & Maintenance Manuals
• Handover Procedures
• Seasonal Testing

This article will provide information for the following:

• When the commissioning meeting should be held,
• The commissioning meeting agenda,
• Commissioning Meeting Minutes, and
• Where is the best place to sit?

When should a Commissioning Meeting be held?

Once the Cx Kickoff Meeting has been conducted, the Commissioning Meetings will be held daily, weekly, bi-weekly, or monthly, depending upon the project programme and workload of the commissioning team.

The quicker the programme or larger the workload, the more regular the meetings should be.

As a rule of thumb, the meetings would be held bi-weekly initially, then ramping to weekly at around the construction stage and daily at the commissioning phase of the Cx Process.

Commissioning Meeting Agenda

Before the meetings take place, the CxA/Manager should issue an agenda to the expected attendees. An example list of attendees is provided in the next section.

To save time and keep discussions on track, the best thing to do is to create an agenda that forms the base for the meeting minutes before the first meeting, and then use them to keep the discussions flowing throughout the commissioning process and activities that need to be completed updating after each meeting.

We have created the below to provide some pointers of what could be included within your Agenda:

Who should be Invited to the Commissioning Meeting

The CxA should ensure that there is representation from across the project team, such as:

• Architect [Arch]
• Project Manager [PM]
• Commissioning Authority [CxA]
• MEP Designer [Des]
• General/Main Contractor [GC/MC]
• LEED Consultant [LEED]
• Electrical Contractor [EC]
• Mechanical Contractor [MC]
• BMS/Controls Contractor [CC]
• Plumbing Contractor [PD]
• Fire Contractor [FS]

Meeting Minutes

To be efficient, we format and use the Meeting Agenda to write the first set of minutes.

Thereafter the minutes are updated and used for both the Agenda a providing a record of the minutes.

Meeting Minutes Template

The below is an example of the commissioning meeting and agenda that can be used on most projects.

Where to Sit in a meeting

We thought it would be fun to include this, as we found some information on how to pick the right seat in a meeting and how where we sit can say a lot about us.

The basic concept is that each seat around a meeting room table suggests different things about you or your role depending on where you sit:

• The Power Seat
• Power Seat Support
• The Opposition Seat
• Opposition Support
• Neutral Seats
• Sideline Seats

If we look at a normal commissioning meeting, the following people would usually be in attendance:

• Client
• Project Manager
• Commissioning Manager
• Designer
• General/Main Contractor
• TAB Support
• Sub Contractors
• Vendors

So who are you in the meeting?…

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