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Contractor Meetings 101

By Edited Apr 21, 2016 0 0

Contractor Meetings Recipe

A recipe is defined as .... a set of directions with a list of ingredients for making or preparing something... whilst this traditionally relates to preparing food it can equally be applied to preparing processes and procedures related to Facilities Management, or any management process.

In this set of recipes we have taken a number of processes and procedures and distilled them down into a set of recipes that can be used in everyday operations for Facilities managers and staff to develop and embed in their own management processes and procedures.

They are merely taster recipes intended to be basic with simple ingredients and easy to follow steps.

As with the more traditional recipes they can and should be adjusted and amended to suit the local environment and the availability of ingredients ,in fact people are encouraged to do that as local requirements will always be a factor in any recipe.

By following the basics of these recipes FM's can be in a position to establish a sound foundation from which to manage and develop their skills and service delivery.

The recipes are supported by sections on further reading and are aimed at making a snapshot approach for people as simple tools and techniques. By following these I am sure that it will help people develop processes and procedures that fit their needs.

As with all good recipes there is a need to ensure that there are some basic ingredients ithat will be the core of the cooking experience

Basic Ingredients - These are the basic ingredients for Facilities managers to use in establishing the foundations for successful FM management.

· Attention to detail

· Commitment

· Open mind

· Willingness to try

· Can do attitude

· Customer focus

In this article we will outline recipes for the various meetings needed to support Service Delivery

  • Weekly Operational Meetings – snack
  • Monthly Operational Meetings – lunch
  • Quarterly Contractor Meetings – dinner
  • Yearly performance review – a banquet

Basic Ingredients

These are the basic ingredients for Facilities managers to use in establishing the foundations for successful FM management.

 

  • Attention to detail
  • Commitment
  • Open mind
  • Willingness to try
  • Can do attitude
  • Customer focus

 

Add your local ingredients one size does not fit all and tastes vary from place to place

WEEKLY OPERATIONAL REVIEW

                       

This is an opportunity for the Client and service provider to walk the talk, the requirements here are to undertake a site inspection and discussion to review service delivery on the site, understand achievements and challenges from the previous week and to outline and share challenges for the forthcoming week.

The basic ingredients are:-

  • Time and date scheduled 3 months in advance
  • Defined Routes
  • List of Key Challenges
  • Client operational representative – this should be the person most involved in day to day operations and who is aware of the site challenges
  • Service Provider operational representative – as with client representative this should be the person responsible for delivering the service to the site and has knowledge of the challenges and issues etc
  • Copy of the Service scope and responsibilities – see future recipes for scope format

Preparation

  • Book out an hour each week, ideally at the start of the week. This can be more frequent if the site requires it or if there are many issues to review.
  • Identify a suitable route for the walkabout.
  • Collate issues, challenges and achievements from the previous week.
  • Identify ongoing challenges and potential issues for the forthcoming week.
  • Ensure that the client and service provider representatives are aware of the purpose of the meeting.
  • Undertake the walkabout.
  • Sit together at the end to ensure that any notes are collated.
  • Summarise comments/findings in a file note – note thee file notes will be collated to support developing the Monthly Meeting Report, see below
  • Issue notes and actions within 24hours

Time commitment

  • Preparation time 30 mins
  • Cooking time 1 hour – more if necessary but no more than 2 per service provider

Serves 4 attendees maximum all with operational knowledge and responsibilities

Monthly Operational Meeting

 

This is the formal Monthly Contractor Meeting to review the operational aspect of the service provider’s contract and subsequent performance. This is a basic recipe for those who need to track contractor performance and review service delivery do this right and service providers and client will be partnering and feeding back issues and concerns early in the process

The basic ingredients are:-

  • Time and date scheduled and booked 12 months in advance
  • Appropriate meeting room provided
  • Formal Agenda
  • Written Monthly report
  • Attendees
    • Client representative
      • Required Operational staff and Facilities manager
  • Service Provider representatives
    • Required Site manager
    • Key Operational staff
    • Account manager if a large service
  • Optional representatives
    • Building occupants representative, such as Senior Company manager or their representative
    • Commercial/contract department representative

Preparation

  • Agree and issue and Agenda and Monthly reporting format, example below:-
    • Executive Summary
    • Action Points from (previous month)
    • Operational Report – SLA’s/KPI’s, volumes, trends etc
    • Financials
    • Monthly activities (challenges and successes)
    • Health and Safety
    • Initiatives
    • Any other Business
    • Monthly report this to be issued to Client representative and other attendees 3 days into the month
    • Conduct the meeting and follow the agenda
    • Minutes/notes should be limited to actions and updates and the Service Provider should be responsible.
    • Minutes to be circulated 48hours after the meeting

Time commitment

  • Preparation time 3hours to collate monthly report, issue minutes, confirm attendance etc
  • Cooking time 2hour – the meeting should be normally limited to 2 hours

Serves 8 attendees maximum see attendees in the ingredients section

Quarterly Contract Meeting

 

 

The main purpose of this meeting is to combine the operational performance review with a review of the various aspects of the contract terms and conditions.

The basic ingredients are:-

  • Time and date scheduled 12 months in advance
  • Appropriate meeting room
  • Formal Agenda
  • Quarterly Report
  • Attendees
    • Commercial, legal and Procurement and finance representatives from client
    • Commercial and financial representatives from the Service Provider
    • Operational representatives as per the monthly Meetings such as
    • Client representative
      • Required Operational staff and Facilities manager
  • Service Provider representatives
    • Required Site manager
    • Key Operational staff
  • Account manager
  • Service Provider MD/CEO/DIRECTOR/GM


 

Preparation

  • Schedule and agree time and date for the coming year for these meetings
  • Agree An Agenda and reporting format, example below:-

Review contractor's delivery in terms of

  • Mobilisation of services if applicable
  • Standard of services

Financial

  • Review quality of Financial reporting & auditing
  • Ensure correct payment process is in place and working
  • Review financial statementspayment
  • Benchmarking of costs

Review Safety & security of premises is not comprmised by operations

Review and approve any variation to services

Undertake to discuss that internal and external auditing is being condcted

  • Audit trail
  • Standard audit procedure

All assets are in place operational and accessible for auditing

Health & safety management is in place and review

  • Emergencies & disaster recovery
  • Accidents
  • Environmental management

Review Personnel issues such as

  • Turnover of personnel
  • Third parties
  • Key personnel

Review Operational performance

Insurances are up to date and appropriate

Discuss innovations and industry best practise is being applied to the contract

  • Quarterly Report this is a recipe for the next edition and is to be issued to Client representative 5 days into the next quarter
  • Conduct the meeting and follow the agenda
  • Minutes/notes should be limited to actions and updates and the Service Provider should be responsible.
  • Minutes to be circulated 48hours after the meeting

Time commitment

  • Preparation time 3hours to collate monthly reports, issue minutes, confirm attendance etc
  • Cooking time 3hour – the meeting should be normally limited to 3 hours

Serves 10 attendees maximum see attendees in the ingredients section


 

Yearly Review meeting

This is a detailed review of the contract and is focused on the overall performance over the previous 12 months. There should be no shocks in the meeting as it is a review of the performance already discussed and documented in the various other meetings.

The basic ingredients are:-

  • Time and date scheduled during the 13th month of  contracts greater than 2 years
  • Appropriate meeting room
  • Formal Agenda
  • Year End Report
  • Attendees
    • Commercial, legal and Procurement and finance representatives from client
    • Commercial and financial representatives from the Service Provider
    • Operational representatives as per the monthly Meetings such as
    • Client representative
      • Required Operational staff and Facilities manager
  • Service Provider representatives
    • Required Site manager
    • Key Operational staff
  • Account manager
  • Service Provider MD/CEO/DIRECTOR/GM

Preparation

Yearly Report/Annual report should be a summary of all the previous reports

  • Operational
  • Monthly
  • Quarterly

The service provider should prepare a draft and the Client site representative is to approve and review prior to circulating to the attendees.

Meeting Agenda

  • Amalgamation of Performance over the last 12 Months
  • Key achievements
  • Key Challenges
  • Financial Report
  • Health and Safety report
  • Innovation and industry Best Practise highlights

 

  • Key challenges and targets for the next year
  • What areas need to be:-
    • Improved
    • Maintained
    • Reviewed
    • Performance metrics - Identify the metrics used are they?
      • useful
      • do they need adjusting
      • are they adequate
      • Review/approve and document any variations to contract
      • Review health of the contract is it still fit for purpose
      • Agree an action plan for the next 12 months
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