What Does OAC Mean in Construction? A Comprehensive Guide

May 31, 2024

In the world of construction, OAC (Owner, Architect, Contractor) meetings play a pivotal role in ensuring that projects not only stay on time and within budget but also in maintaining open lines of communication among key stakeholders. These meetings are essential to address and resolve any issues that arise, facilitating a smooth workflow throughout the project lifecycle.


Purpose and Importance of OAC Meetings

OAC meetings are routine gatherings designed to make decisions, address issues, and complete tasks to keep a construction project moving forward. They bring together the owner, architect, and contractor to ensure that everyone is on the same page.

Benefits

The primary benefits of OAC meetings include:

  • Improved communication and problem-solving.
  • Ensuring projects are finished on time and within budget.
  • Streamlined processes for input and approval on key tasks.

Meeting Structure Based on Project Phase

OAC meetings adapt based on the phase of construction. Here is how they generally work:

Preconstruction

During this phase, the focus is on breaking ground, permitting, scheduling, and identifying potential roadblocks. It also includes materials and subcontractor procurement.

"OAC construction 2800 04" by Pedro Xing is marked with CC0 1.0. To view the terms, visit https://creativecommons.org/publicdomain/zero/1.0/deed.en/.

During Construction

In the construction phase, OAC meetings monitor progress and address issues that could potentially cause budget overruns or schedule delays, including the review of RFIs, submittals, procurement, change orders, or scheduling conflicts.

Near Project Completion

As the project nears completion, these meetings coordinate and plan for closeout activities such as punch lists, close-out submittals, commissioning, and inspections.

Key Elements Fostered by OAC Meetings

Collaboration

The diverse expertise of the participants leads to informed decision-making, ensuring that the best outcomes are achieved for the project.

"OAC construction 2801 05" by Pedro Xing is marked with CC0 1.0. To view the terms, visit https://creativecommons.org/publicdomain/zero/1.0/deed.en/.

Transparency

OAC meetings keep stakeholders informed about progress and needs, ensuring that no one is left in the dark about any aspect of the project.

Communication

Regular meetings improve communication and proactive issue resolution, helping to avoid delays and misunderstandings.

Frequency and Attendees

Frequency

The frequency of OAC meetings varies but is often weekly or bi-weekly, depending on project demands. More frequent meetings can enhance communication and efficiency.

Attendees

Typical attendees include:

  • General Contractor or Project Manager
  • Owner or Owner’s Representative
  • Architect
  • Engineer
  • Project Engineer and Superintendent

"OAC construction 2798 02" by Pedro Xing is marked with CC0 1.0. To view the terms, visit https://creativecommons.org/publicdomain/zero/1.0/deed.en/.

Preparation for OAC Meetings

Agenda

The agenda, created by the General Contractor or Project Manager, is prioritized by importance and sent out before the meeting to allow attendees to prepare adequately.

Typical Agenda Topics

The typical agenda for OAC meetings can include several key points:

Material Procurement

Discussion on items with long lead times.

Job Site Logistics

Address preparation, potential problems, and equipment procurement.

Specialty Equipment

Discussion on procurement of expensive or custom-made tools.

Schedule

Building, updating, and adjusting schedules to ensure project timelines are met.

Contracts

Identifying, reviewing, and hiring specialty contractors.

RFIs and Design Questions

Updates and resolutions concerning Requests for Information and design questions.

Submittals

Ensuring timely and correct submittals are processed.

Change Orders

Addressing additional specs, plans, and materials required for the project.

Safety

Reviewing safety plans and ensuring compliance throughout the project lifecycle.

Punch List Items

Reviewing items identified during final walkthroughs to ensure they are addressed appropriately.

Best Practices for OAC Meetings

Have an Agenda

A detailed agenda ensures the coverage of crucial topics and efficient use of time.

Get the Right People in the Room

Ensure that attendees with decision-making authority are present to facilitate prompt and effective decision-making.

Screen Share

Using screen sharing in virtual meetings to share visuals such as pictures, schedules, and documents can enhance understanding and collaboration.

Assign Action Items

Clearly define tasks and responsibilities, and review them at the end of the meeting to ensure accountability.

Take Clear Minutes and Notes

Record decisions and action items for future reference to maintain clarity and accountability.

In summary, well-conducted OAC meetings save time and money while minimizing surprises in construction projects. They facilitate open communication, informed decision-making, and ensure all stakeholders are aligned and empowered to improve the project.

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