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How to prepare for a design coordination meeting

Run effective coordination meetings that actually resolve issues

Coordination meetings can either resolve issues or waste everyone's time. The difference is preparation. A well-prepared meeting has a clear agenda, the right people, and documented issues ready for discussion. Here's how to prepare effectively.

Step 1: Define the Meeting Scope

Focus each meeting on specific areas or issues:

Area-based
Level 2 mechanical room coordination
System-based
Fire protection routing review
Issue-based
Resolving ceiling plenum conflicts
Milestone-based
50% DD coordination review

Trying to cover everything in one meeting leads to shallow discussion and unresolved issues.

Step 2: Identify Required Attendees

Only invite people who can contribute or make decisions:

Architect (Project Architect level)
Can make design decisions on the spot
Structural Engineer
For conflicts involving structure
MEP Engineers
Each discipline that has issues under discussion
GC Project Manager
Schedule and budget implications
Trade Foremen
For installation-level coordination

Step 3: Prepare Issue Documentation

Document each issue before the meeting:

Issue Documentation Format

Issue #: Sequential number for tracking

Location: Grid lines, floor, area

Description: What is conflicting and why

Disciplines: Who is affected

Visual: Screenshot or markup showing the issue

Proposed Solutions: Options if known

Step 4: Gather Current Documents

Ensure everyone is working from the same information:

1
Confirm all attendees have the latest drawing set
2
Distribute revised drawings 48+ hours before the meeting
3
Note any sheets that have changed since last meeting
4
Prepare overlay comparisons if helpful
5
Have digital files ready for screen sharing

Step 5: Create the Agenda

Structure the meeting for efficiency:

Review previous action items (5 min)
Quick status check, don't re-discuss
Critical issues first (40-50% of time)
Issues blocking work or requiring decisions
New issues identified (20-30% of time)
Issues discovered since last meeting
Upcoming areas preview (10-15% of time)
Heads-up on next focus areas
Action items recap (5 min)
Confirm assignments and due dates

Step 6: Distribute Pre-Meeting Package

Send materials at least 48 hours before the meeting:

  • Meeting agenda with time allocations
  • Issue log with all items to be discussed
  • Relevant drawing sheets or excerpts
  • Previous meeting minutes and open action items
  • Any RFI responses or ASIs issued since last meeting

Step 7: Prepare Decision Framework

Have criteria ready for resolving disputes:

Code requirements are non-negotiable
Safety, egress, accessibility
Gravity wins (things that slope have priority)
Sanitary, storm, condensate
Largest elements route first
Main ducts before branch, mains before laterals
Least flexible routes last
Rigid before flexible
Maintenance access is required
Valves, dampers, equipment

Keep exploring

More on coordination workflows and drawing reviews.

How to Perform a Constructability Review

Spot field problems before they hit the meeting.

How to Mark Up PDF Drawings

Clear markups for issue documentation.

How to Organize Submittals

Submittal tracking that surfaces blockers.

How to Read Architectural Drawings

Foundational reading skills for coordination.

Find issues before the meeting

Walk into coordination meetings with issues already identified. Helonic's AI can scan your drawings and generate a coordination issue report, complete with locations and screenshots, so you can focus meeting time on resolution.