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- In BIMpedia
A project involves dozens of organisations and hundreds of people. They don't all need the same information: the client needs decisions, the PM needs status and risk, discipline leads need their own actions, and an authority needs specific submissions at specific times. Stakeholder management and a communication plan make sure each gets what they need.
| Influence / interest | Approach | Example |
|---|---|---|
| High / high | Manage closely | Client, project manager |
| High / low | Keep satisfied | Planning or building control authority |
| Low / high | Keep informed | Future building users |
| Low / low | Monitor | Neighbouring businesses |
Communicating coordination
| Audience | What they need | Form |
|---|---|---|
| Project manager | Status, trends, risks, decisions | One-page dashboard |
| Discipline leads | Their open issues with owners and dates | Issue list, BCF |
| Client | Decisions needed, progress at milestones | Short summary, model views |
| Site team | What's coordinated and approved to build | Approved drawings, model views by area |
Every Friday the coordinator sends a 60-page clash report to 40 people. Nobody reads past page 3. When a big clash in the plant room causes a two-week delay, the PM says no one told them.
The coordinator sends a one-page summary to the PM (open, closed, overdue by discipline, top three risks), each discipline lead gets only their issues, and the plant room clash is the first line of the summary with "decision needed by Tuesday". The PM calls the meeting that day.
For a stage 4 coordination programme, describe the weekly report for the PM, for the MEP lead and for the client: content, length and form.
Key takeaways
- Stakeholders are everyone affected by or able to affect the project: client, users, designers, contractors, authorities, neighbours.
- Map them by interest and influence, and decide what each needs to know, when and how.
- Coordination reports should be short and tailored: status and risk for the PM, actions for discipline leads, decisions for the client.
- Use the same source for every view so the numbers never disagree.
Your notes
Related tool
Agenda, attendance, issue log, actions and minutes. Roll open issues into the next meeting.
Open Coordination Meeting Pack →