How to improve the efficiency and quality of on-site supervision meeting?

On-site supervision meeting is an important work in project management. In the process of project construction, in order to ensure the construction progress, quality and safety, rationally allocate resources and reduce the construction cost, frequent site meetings are needed. How to improve the efficiency and quality of the conference is very important for the smooth development of field work.

First, the main problems and reasons of on-site supervision meeting

On-site supervision meeting is a regular meeting held by the supervision engineer according to the consensus reached between the supervision and the project manager of the owner and contractor. Participants include the chief supervision engineer (or the representative of the director), the supervision engineer, the contractor's project manager (or deputy manager) and various professional and technical leaders. Invite the owner's representative to attend, and invite other personnel to attend if necessary. The participation of the subcontractor's representative is decided by the contractor. The purpose of on-site supervision meeting is twofold. First, coordination: coordinate construction organization, solve construction problems and issue construction instructions; The second is communication: mutual understanding, cooperation and support can be achieved by establishing mutual communication between all parties. The task of the meeting is to implement "three controls, three controls and one coordination" for construction projects (three controls on quality, progress and cost, three controls on safety, contract and information, coordination and organization, and problem solving) to ensure the realization of project objectives. Its main work contents include:

1, review the progress and quality of the project, analyze the main problems affecting the progress and quality and the specific measures to be taken;

2. Predict the project progress, discuss and determine the next project progress, quality plan and main measures;

3. Review the contractor's resources (including human resources and mechanical equipment, etc.). );

4. Review the existence of construction materials and discuss the quality and applicability of site materials;

5. Discuss related technical issues;

6. Discuss issues related to measurement and payment;

7. Discuss pending engineering changes;

8. Study issues related to work coordination and interface;

9. Other issues related to the project that need to be discussed and solved.

To sum up, the on-site supervision meeting is a very important meeting, which is related to whether the project construction progress, quality and cost investment deviate from the target, and whether all parties involved in the construction can coordinate and achieve effective cooperation.

However, for various reasons, it is often difficult for on-site meetings to achieve the above objectives. The main problems are as follows:

1, casual absence, poor communication. Some contractors who should attend the meeting are often absent for various reasons, or entrust others to attend the meeting on their behalf, and even sometimes only the project manager (or deputy manager) attends the meeting, which greatly reduces the quality of the site meeting and makes it difficult to achieve the purpose of communication.

2, information distortion, decision-making mistakes. The meeting failed to correctly and comprehensively reflect and analyze the construction progress, leading to decision-making mistakes.

3. Indecision, long delay, the same problem raised at many meetings but not solved in time, and even the project deviated from the goal.

4. Outdated concepts and inaccurate positioning weaken the authority of supervisors in field work.

There are many reasons that affect the efficiency and quality of on-site supervision meetings. The main reasons can be summarized as follows:

1, lack of understanding of the purpose and significance of the on-site supervision meeting. Mainly manifested in the lack of overall concept in the minds of the contractor's professional and technical leaders, who think that "strike while the iron is hot to buy sugar, do my own thing, and I will do my own job, so why bother". Some even think that "as long as the owner is satisfied, it doesn't matter whether the supervisor is satisfied or not, and the money is not given by your supervisor", ignoring the opinions of the supervisor. On the other hand, due to lack of understanding, the meeting failed to achieve the expected purpose, with low efficiency and poor quality. In the long run, some professional leaders are tired of meetings, thinking that "participation is the same" and they are often absent. The result is a vicious circle.

2, interest-driven, regardless of the overall situation. For their own benefit, the construction unit or other contractors often reflect some problems in the construction, resulting in information distortion and decision-making mistakes.

3. There is no clear meeting procedure and clear report content. The participants' report has no theme, and the content of the report is not comprehensive, specific, systematic, one-sided, arbitrary, or only talks about matters of personal concern and ignores others; Or just report the running account, but can't grasp the essentials, and the focus is not prominent; Or just talk about superficial work, not about hidden problems; Or just talk about what has been done, not what to do next, and so on. All these lead to poor communication and information occlusion in the meeting, which makes the meeting host unable to correctly and comprehensively grasp the construction progress and make decisive decisions.

4. Insufficient preparation before the meeting, no inspection, no evaluation, no arrangement and no requirements during the meeting. Insufficient preparation before the meeting, countless hosts in my mind, and the meeting is rambling; Some supervision engineers not only lack management experience, but also have poor artistry. Due to the above reasons, the moderator did not comment on the progress of the preliminary construction, nor did he check it, but the participants just talked about it at the meeting; At the same time, there are no arrangements and requirements for the next step. Even if there are requirements, they are only general, unclear and not specific. The host of the meeting hesitated, which led to the same problem being raised at many meetings and not being solved in time.

5. The construction unit, namely the owner and the supervisor, was put aside. Under normal circumstances, a wise owner will generally entrust the work of "three controls, three pipes and one coordination" in the project to the supervisor, which will not only help the owner to concentrate on the main work of his own unit, but also help the owner to solve and deal with problems and difficulties that cannot be arranged by personnel after the project is completed. However, some owners pay for supervision, but they don't pay attention to the role of supervision. They are still used to the old methods, running by themselves and presiding over the meeting by themselves. In the specific management of the project, they are still used to "big owners and small supervisors", which puts the supervisors in a difficult position. In this way, the significance of hiring a supervisor is lost, and the professional project management function of the supervision unit cannot be brought into play.

Second, measures to improve the efficiency and quality of on-site supervision meetings

1, to improve the understanding of the importance of opening a good site supervision meeting. In order to have a good on-site supervision meeting, the supervision engineer should explain to the participants from the first on-site supervision meeting the importance that all on-site work must obey the overall situation, explain the purpose, function and significance of having a good on-site supervision meeting, unify everyone's ideological understanding of having a good meeting, and ensure the improvement of meeting efficiency and quality with * * *. The purposes and functions of site meetings generally include: ① communication and information exchange; (2) reflect the problem, organize and coordinate; ③ Formulate measures to prevent deviation; (4) Ensure the objectives and benefit all parties. On the premise of common understanding and common goals, all the participants can keep pace and coordinate their actions, which can not only improve the quality of the meeting, but also ensure the control of project progress, quality, safety and cost. The contractor's project manager plays a vital role in the on-site supervision meeting. The supervision engineer should keep regular contact with him, strengthen communication and coordination, give full play to the role of the contractor's project manager, put forward strict requirements for him, ask him to take responsibility, ensure that the professional and technical personnel attending the meeting attend the meeting on time, and reflect the construction situation without reservation and realistically, and talk about both achievements and problems, both the completed work and the next work plan, and put forward rectification opinions and suggestions for specific problems.

2, the construction unit should be familiar with the implementation of the relevant provisions of the project supervision work, support supervision to exercise the authorization of the owner. Supervision provides services for the construction unit, and supporting supervision is also the support for the construction unit itself. Why do some construction units pay for supervision but don't pay attention to the role of supervision? The reasons are: China has not implemented the project construction supervision system for a long time, the system has not been effectively implemented, and many departments and units have insufficient understanding of the importance of implementing the project supervision system. At the same time, the owner unit does not go to the project continuously, and when and how to plan another project after one project is completed may not be planned at all, so the owner does not know or know something about the role of project supervision, but knows very little; On the other hand, because we have not mastered new knowledge and management methods, old methods and old habits are still at work. Some construction units held on-site supervision meetings without saying that they exceeded their authority, and even paid the project funds without supervision and inspection visas. In view of the above situation, it is suggested that the national construction department strengthen the supervision of the construction unit, and require the construction unit to organize the project supervision personnel and project management personnel, especially the main person in charge of the project to learn and be familiar with the relevant knowledge and regulations of project supervision, understand the nature and responsibilities of supervision, and clarify the scope of authorization of the owner in the project supervision contract. Support the supervisor to exercise the owner's authorization during the specific execution of the contract, so as to avoid the phenomenon that the construction unit exceeds its authority.

The construction unit shall perform the inspection and supervision responsibilities for the supervision work. When problems are found in the process of project supervision, such as the coordination of project construction is not in place, the progress, quality and project cost seriously deviate from the target and cannot be corrected in time, or collude with relevant units to harm the interests of the owner and reduce the quality of the project, the owner has the right to put forward rectification opinions, or ask the supervision unit to replace the project supervision personnel.

3. The supervisor should know the situation before the meeting, so as to be aware of it. In order to have a good on-site engineering meeting, the chief supervision engineer (or the representative of the director) and various professional supervision engineers should be very familiar with the requirements of engineering construction and fully grasp all aspects of the work on site. To this end, we must achieve "four sufficiency":

1) Be fully familiar with the terms of the project contract, and understand the requirements of construction progress, quality, technical specifications, safety requirements, construction technical scheme and various work interfaces; Clarify the respective responsibilities and obligations of the owner, contractor and supervisor. This is the basis for carrying out supervision work, holding on-site engineering meetings, organizing and coordinating construction and solving construction problems.

2) Fully understand the situation of the engineering construction site, and ensure that no items are missed in the on-site inspection. Supervision engineers of various disciplines shall, according to their own responsibilities, conduct in-depth understanding and item-by-item inspection on daily progress, construction quality, construction organization, construction methods, construction machines and tools, material supply, implementation of decisions made at the last site meeting, and rectification after the issuance of rectification notice. After each patrol, make patrol records carefully. Records should be complete and true. At the same time, if problems requiring immediate rectification are found during the on-site inspection, the supervisor should point them out on the spot in time to avoid unnecessary rework and loss, and re-issue the rectification notice afterwards.

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