Project records
OAC meeting minutes, written the same way every week
Owner, architect and contractor meet every week. Somebody then spends an evening turning ninety minutes of crosstalk into a document a town will read. That part is ours.
The problem with writing your own
The minutes are the project’s memory. When a change order is disputed eight months later, the record of what was said in the room is what settles it. That makes them the worst thing to write at 9 p.m. after a full day on site, and the first thing to slip when three projects meet in the same week.
What usually happens instead: the minutes get shorter, then later, then inconsistent between project managers, and the open items stop being carried forward. Nobody notices until closeout, when the log has gaps.
How it works
Forward the Teams or Zoom recording, or the transcript, when the meeting ends. The next business day you receive finished minutes in your template — the same headings, numbering and letterhead your clients already recognize, whether that is a Word document or a landscape Excel log.
Every open item from the previous meeting is carried forward with its status. Anything the recording does not settle comes back marked as open, with a short note of what needs confirming, rather than filled in with a plausible guess.
What you get back
Attendance by name and company. Project updates in terse, dated bullets. Submittals and shop drawings under review. An RFI log showing who owes the answer. Change orders and pending change orders checked against the contract markup. Site logistics, risks, and next steps grouped by responsible party.
No narration, no filler, no pronouns — the register a project record is written in, because it is read years later by people who were not there.
Judge it on one of your own
The first set is free. Send the recording from your next owner meeting and compare what comes back with what your team would have produced, and with how long it would have taken them. If it is not better, you have lost nothing but the forwarding of one file.
Send a recording or call 781.783.7783. We work with owner’s representatives across Boston, the South Shore and Cape Cod.
Questions we get
- What belongs in a set of OAC meeting minutes?
- Attendance with company and initials; project updates by trade; submittals and shop drawings under review; open RFIs with who owes the answer; change orders and pending change orders against the contract; site logistics; risks; and next steps grouped by responsible party with due dates. Every item carries a status — open, ongoing, or recorded — and rolls forward until it closes.
- How fast can minutes come back?
- The next business day. Send the recording or transcript when the meeting ends and the finished document is in your inbox the following morning, in the template your clients already receive.
- What does a set of meeting minutes cost?
- By length of meeting: $100 under thirty minutes, $150 for thirty to sixty minutes, $200 for anything over an hour. The first set is free, on one of your own meetings. Weekly work moves to a flat monthly rate.
- Is this AI, and does that matter?
- It is AI-assisted, and every line is checked against the recording before it goes out. The difference from pasting a transcript into a chatbot is judgment: a garbled figure, an unclear owner or a name heard three ways comes back flagged as a question rather than guessed at. Minutes get cited in disputes, so a confident wrong number is worse than a blank.
- Do you join the meeting?
- No. Transcript in, minutes out. You keep the client relationship and issue the document under your own name; we never contact your clients, contractors or consultants.
- What happens to our recording?
- It is used to prepare your minutes, is never shared, and is deleted on request. Public owners often have their own rules about recordings, and we work to whatever yours are.