Working with the Team

13.3 Working with the Team

As stated earlier, the owner usually requests the pre-job conference to bring all concerned parties together. This is very important because it is usually the only opportunity that the team (group) has to meet together in such a way. The setting can be very formal or informal, ranging from the back of a pickup truck to a conference room in the corporate office. As noted earlier, the person

Figure 13.1 Inspector Stuck in the Middle

Pre-Job Conference 13-3

The role of the inspector in the industry

Acting as secretary limits one’s concen-

today is ever changing. There are many mis-

tration on the proceedings and affects the

conceptions about what role an inspector

quality of personal notes

should play on any given project. The

• Ask for clarification of the inspector’s

NACE International Coatings Inspection

authority and responsibilities. This will

Program (CIP) recognizes this trend but dispel any suspicions or unrealistic expec-

tations from other team members

defines an inspector’s role as a “Quality Control Technician” since the primary

• Clarify lines of communication (chain of

command)

function is quality assurance and quality control (QA/QC). However, in today’s envi-

• Clarify reporting requirements and pro-

ronment, most inspectors are given addi- cesses tional responsibilities and authority to

• Ask for clarification of non-conformance

ensure that specifications are properly veri-

reporting and correction processes

fied and that contractors comply. The prob-

• Ask for clarification of all ambiguous

lem with this trend is that as the

items found in review of the specification

responsibilities increase, the authority and other documents decreases. To avoid such situations, the

• Get emergency contact information

inspector must focus on the following:

(email, cell, etc.) for all key team mem- bers

Before the first conference or meeting:

• Ensure that personal notes are legible • Whenever possible, get a copy of, read,

enough for follow-up and understand the specification

• Recognize that the inspector is only one • Get a copy, read and understand any stan-

member of the team, so refrain from dom- dard/procedure referenced in the project

inating the meeting specification

After the conference/meeting:

• Get a copy, read, understand the manufac- turers’ product data sheets

• Review personal notes and be familiar • Get a copy, read and understand the safety

with changes made

requirements of the MSDS • Follow-up with team members if some- • Compare the requirements of the specifi-

thing becomes unclear cation with the manufacturers’ require-

• Get a copy of the minutes in a timely man- ments

ner

• Visit the site and make necessary observa- • Review the minutes to ensure they accu- tions

rately reflect all items covered in the pre- • Highlight any ambiguities, incorrect state-

job meeting

ments and/or inconsistencies found in the • Inform the secretary of any problems reviewed documents

found and request a corrected version of • Come prepared to take notes

the minutes • Sign and return to the person responsible

During the conference/meeting: Any changes made to contractual documents

• Do not volunteer to be secretary. If asked,

(specification) during the pre-job meeting

politely refuse and if needed, explain why

must be reflected in the minutes. After all

13-4 Pre-Job Conference

signatures are received, the minutes become an addendum the contract documents. It is important the inspector acquire and keep a copy of the approved minutes in the project files for future reference.

Keep in mind that while the pre-job meeting focuses on the technical aspects (specifica- tion requirements) of project, take nothing for granted and ask all questions. Inspectors must understand that as soon as the project begins they may be the owner’s sole repre- sentative onsite and must be prepared to assist application personnel understand specification requirements.

In summary, a well organized pre-job con- ference or meeting is a decisive step towards the successful outcome of any given project. It is important that no stones are left unturned. Fair and accurate interpretation and understanding of the project require- ments during the pre-job meeting prevent or alleviate many problems during the project.