Snag List Meeting Agenda
A snag-list meeting should resolve the questions that prevent work moving forward. Prepare the current record, focus on decisions and blockers, and finish with actions that identify who will respond and by when.
By Blu Mint Digital. 3 minute read. Last reviewed .
Prepare one current meeting pack
Choose a reporting cut-off and save the PDF or register used for the discussion. State whether it covers the whole project or a selected package. If someone brings an older report, reconcile its references before deciding that an item is missing.
Ask participants to review their relevant items in advance. Keep a stable reference, location and short description for each discussion point so the meeting does not depend on recognising a thumbnail photograph.
A practical agenda
- Confirm the current report and actions from the previous meeting.
- Review newly raised observations that need ownership or clarification.
- Check reported repairs awaiting the agreed verification.
- Resolve access, materials and preceding-work blockers.
- Review overdue responses and agree specific next actions.
- Confirm the next issue date, review point and record owner.
Avoid reading every unchanged item aloud when there is no decision to make. Use the detail report for reference and spend the meeting on matters requiring coordination. Urgent site issues should follow the appropriate immediate process, not wait for this agenda.
Record decisions without overstating agreement
For each action, record the item reference, decision or request, responsible person and date. Distinguish a proposal from an accepted commitment. If someone will confirm timing later, record that response task rather than inventing an installation date.
An illustrative note is: “J042-014: joinery contractor to confirm trim delivery by 3 October. Site coordinator to advise painting access after installation timing is known. No completion date agreed at this meeting.” This captures the actual next steps without making the minutes sound more conclusive than the discussion.
Update and issue after the meeting
Nominate one person to update the working observations and check that the notes match the meeting decisions. Site Audit can hold the item details, due dates and resolution notes; it is not an automatic meeting-minutes or approval system.
Pro exports can supply updated contractor lists or a CSV for the next review. Retain the meeting pack as issued rather than overwriting it with the new version. Use the weekly progress report to explain changes and the version-control workflow to keep the discussion and resulting reports connected.