CONTACTS 
0201 - Kwan Henmi                           415 777 4770 fax 5102
020101 - Mr. Ivan Romero, A.I.A; Project Architect
020102 - Moscone Expansion Phase III =415 433 3700
0202 - Gensler                              415 433 3700 fax 627 3700
020201 - Ms. Clonia Cautis, A.I.A.
020202 - Project Director/Manager
020203 - Moscone Expansion Phase III =415 433 3700
0203 - Michael Willis & Associates          415 957 2750
020301 - Mr. Steven Hergert, A.I.A.; Architect
020302 - Moscone Expansion Phase III =415 433 3700

SUBJECTS
Design Professionals
Administration
Management Plan
Facilities
JV Coordination Meeting, 980929
Document Management
Notes for Meetings

1109 -    ..
1110 - Summary/Objective
1111 -
111101 - Follow up ref SDS 8 0000, ref SDS 7 0000.
111102 -
111103 - Submitted initial draft of notes for meetingon 980929, to KH. Received
111104 - input from Gensler to support the KH record on the meeting. Did not
111105 - get feedback from attendees because Ivan's main focus right now is
111106 - improving the management arrangements and communcation with Gensler,
111107 - so he can concentrate on the design tasks.  Ivan feels strongly that
111108 - more space and better lines of communication are needed.  Prepared
111109 - draft for KH to consider in accomplishing Ivan's objective.
111110 -
111111 -      [On 980930 reviewed JV Agreement. ref SDS 11 3113]
111112 -
111113 - Submitted ref DIT 1 0000 linked to this record and the draft letter to
111114 - Gensler on improving the management plan, per below. ref SDS 0 3280
111115 -
111116 - Received ref DRT 1 0000 from Gensler showing Clonia's notes from JV
111117 - Coordination meeting yesterday.
111118 -
111119 - This afternoon, Bill advised that Denis talked to Clonia in relation
111120 - to some of these issues. ref SDS 0 4743
111121 -
111122 - KH issued management plan for 50% design package. ref SDS 0 5386
111123 -
111124 -
111125 -
1112 -
1113 -
1114 - Progress
1115 -
111501 -  ..
111502 - Delivered JV Meeting Notes, Reviewed with Steve and Ivan
111503 -
111504 - When I arrived Steve was the only person in the office.
111505 -
111506 - Showed him the meeting notes.  He asked about the line numbers.
111507 -
111508 - Ivan arrived a short time later.
111509 -
111510 - I gave him a copy of the meeting notes.  He asked about the line
111511 - numbers.
111512 -
111513 - Ivan said he had already received our meeting notes yesterday.
111514 -
111515 - I explained having submitted the notes via email, but that was very
111516 - late last night.
111517 -
111518 -
111519 -  ..
111520 - Gensler Notes for JV Meeting Yesterday, Agree with KH Notes
111521 -
111522 - Ivan said he received notes this morning in his in-basket, for the
111523 - meeting yesterday, and had assumed these had been prepared by Welch.
111524 -
111525 - He looked and found they were prepared by Gensler. ref DRT 1 5700
111526 -
111527 - Ivan had thought these were my notes.  He indicated his understanding
111528 - that Clonia wanted KH to do the notes, according to KH planning memo
111529 - discussed yesterday and issued today, under "Communication" para 3.
111530 - ref DIT 2 0516, also. ref SDS 9 7930
111531 -
111532 -     [On 981007 discussed need for Gensler to clarify responsibilities
111533 -     for meeting notes. ref SDS 16 4446]
111534 -
111535 -     [On 981117 problem occurred again. ref SDS 20 1581]
111536 -
111537 - Clonia's notes have a few items I did not include, and KH's notes have
111538 - some matters she did not cover, but both sets of notes are generally
111539 - consistent.  I was pleased because starting cold on a project is hard
111540 - to understand the discussion for the first few meetings.
111541 -
111542 - Incorporated additional items in Clonia's notes, ref DRT 1 5700, into
111543 - the KH record, ref SDS 9 0000, so there is a single source on the
111544 - results of the meeting.
111545 -
111546 -     [On 981001 received mark up from Gensler. ref SDS 13 0000]
111547 -
111548 -
111549 -  ..
111550 - KH Management Plan Needs to Address Lines of Communication
111551 -
111552 - Ivan asked to speak privately.
111553 -
111554 - We stepped outside in the hallway.
111555 -
111556 - He related very strongly having thought about the stress of the job
111557 - last night, and that better arrangements are needed to reduce the
111558 - relentless documents and action items from Gensler, so that he can
111559 - direct the work to make progress.  He feels the correct approach is to
111560 - notify Gensler that KH will develop a 50% scope, estimate what will be
111561 - done on 981030, estimate when 50% scope will be complete, and will
111562 - formulate a plan recoup any lost time, as discussed yesterday. see the
111563 - record at ref SDS 8 7840
111564 -
111565 -     [On 981001 discussed solution with Denis. ref SDS 12 4817]
111566 -
111567 - In four documents issued the past month, there are 72 action items.
111568 - Only about 15 have any indication of a response or activity.  Somehow
111569 - some kind of plan is needed showing everything needed to be done to
111570 - accomplish milestones and identify who is going to do it.
111571 -
111572 - Ivan indicated this notice should be done by KH main office because
111573 - the current climate in the project office is not conducive to
111574 - effective communication at his level.
111575 -
111576 - I will discuss this with Denis and Bill.
111577 -
111578 -      See letter to Denis, ref SDS 0 3280 and discussion with Bill
111579 -      shown below. ref SDS 0 3003
111580 - ..
111581 - Ivan wants to avoid getting multiple sets of meeting notes, as
111582 - occurred in this case, for the JV meeting yesterday.  In one sense
111583 - this contributes to information overload that needs to be avoided at
111584 - all costs because it causes complexity, confusion, mistakes, extra
111585 - cost, delay, frustration and conflict.
111586 -
111587 - Therefore, if Gensler intends to issue meetng notes, KH need merely
111588 - include this in the project record for organization, alignment and
111589 - analysis of action items.
111590 -
111591 -      [On 981007 discussed need to speak with one voice to consultants
111592 -      and avoid duplication. ref SDS 16 3885]
111593 -
111594 - Communication Metrics is an "intelligence" function. It important to
111595 - get the views of the Project Manager about what is understood at
111596 - meetings, and it is also important for Kwan Henmi to be proactive in
111597 - figuring out what it thinks about meetings, and finally, an ongoing
111598 - effort is needed to senthesize these views to achieve effective
111599 - teamwork and collaboration.
111600 -
111601 - Project management on complex, fast-paced jobs is hard work.  As Andy
111602 - Grove, Chairman of Intel Corporation, cites in his book, it takes
111603 - diligence. ref SDS 2 3668
111604 -
111605 -     [See below, Clonia objects to getting KH views. ref SDS 0 0992]
111606 -
111607 - The problem is one of time, talent and personality.
111608 -
111609 - Communciation Metrics is designed to avoid information overload. But
111610 - in this case, Ivan already has information overload.  Arrangements are
111611 - needed to change the lines of communication in the project office.
111612 -
111613 - Some means of controlling information is needed, so that the PM's
111614 - views are worked in an orderly manner and there is a record showing
111615 - this was done.
111616 -
111617 - Someone needs to be sitting with Clonia everyday and going over her
111618 - memos to find out the status of each action item and to get into the
111619 - record where the work has been done, and if it has not been done, then
111620 - follow up is needed to ensure appropriate action is taken.
111621 -
111622 - I asked Ivan if he would prefer that I not attend the meeting with the
111623 - Consultants this morning, in order to avoid burdening the record?
111624 -
111625 - Ivan said he wanted me to attend the meeting.
111626 -
111627 - He is concerned about the larger matter of improving the working
111628 - relationship with Genseler, and feels this should be taken up by the
111629 - executive team, above his head, because communication with Clonia is
111630 - not productive.
111631 -
111632 - We reviewed consideration for Bill Long to provide additional support
111633 - at meetings. ref SDS 8 4241 Ivan seemed open to this idea.
111634 -
111635 - I offered to convey Ivan's point about scheduling a meeting of senior
111636 - executives to work this problem.
111637 -
111638 -     [See below, work on a draft. ref SDS 0 3280]
111639 -
111640 -
111641 -  ..
111642 - Demonstrated Communciation Metrics Advantage Using Internet
111643 -
111644 - I explained the objective of my support to reduce the burden of
111645 - paperwork by using the computer to accomplish a "paperless office"
111646 - capability that gives him command of the information without having to
111647 - figure out where to put it and how to get it.
111648 -
111649 -     [On 981002 discussed need for help getting documents in computer
111650 -     file format. ref SDS 14 7378]
111651 -
111652 - Ivan opened his email, but had not received my letter that transmits
111653 - the meeting notes for the JV meeting yesterday.
111654 -
111655 - He opened his web browser, and I helped him open the Welch web site,
111656 - then step through to the meeting notes for yesterday, and letter to
111657 - Denis.
111658 -
111659 - Ivan seemed to like this presentation of the notes.  He indicated that
111660 - the Summary makes it easy to understand everything quickly, and the
111661 - electronic links are helpful to get details and to follow the
111662 - chronology of events, when needed.
111663 -
111664 -     [On 981001 helped Ivan with email and web browser to apply
111665 -     Communication Metrics system using Internet for delivering and
111666 -     accessing "intelligence." ref SDS 12 0528]
111667 - ..
111668 - I explained the goal to use this system to improve communication
111669 - with Gensler and others on the project, and so we need the letters and
111670 - memos, in computer file format, which Clonia cited at the meeting on
111671 - 980929. ref SDS 9 8392
111672 -
111673 - Ivan will ask Angelica to send me the files for those letters.
111674 -
111675 -     [See discussion with Bill below. ref SDS 0 0992]
111676 -
111677 -     [On 981001 talked to Angelica. ref SDS 12 2080]
111678 -
111679 - Clonia came in about 0850.  She was working with Robert (??) at the
111680 - conference table, and seemed very pleased to be discussing elements of
111681 - a design problem he was considering.  This seemed to be a productive
111682 - collaboration.
111683 -
111684 -
111685 -  ..
111686 - Consultant's Meeting Cancelled for Today
111687 -
111688 - Follow up ref SDS 8 2520.
111689 -
111690 - In about 10 minutes Clonia commented to Ivan that the Consultants
111691 - meeting was cancelled today.  Ivan noted that Steve had earlier
111692 - indicated there was to be a meeting.
111693 -
111694 - Clonia recalled that at the meeting yesterday afternoon, one
111695 - consultant's representative said they did not need a meeting today.
111696 - She also noted that since the representative for the other consultant
111697 - has not yet arrived, this indicates the meeting is cancelled.
111698 -
111699 -
111700 -
111701 -  ..
111702 - Analysis - Maybe Assistant PA Needed to Direct the Work
111703 -
111704 - Ivan seems very comfortable directing the work.  He seems to have a
111705 - good ability to communicate with KH staff and with Willis.  The
111706 - pressure he feels is not having control of what needs to be done.
111707 -
111708 - KH needs to control communcations.  Welch can do this better than
111709 - anyone else.
111710 -
111711 - My sense is, however, that culturally, an architect may be needed,
111712 - because Clonia should be dealing with someone in whom she has
111713 - professional confidence.
111714 -
111715 - Therefore a better solution may be to hire another senior architect
111716 - who has stronger verbal communication skills, who can interact with
111717 - Clonia, ensure all of her memos are integrated into the work, and
111718 - possibly give her some tasks to occupy her time, so that Ivan or
111719 - someone can direct KH's work in an orderly manner.
111720 - ..
111721 - The fallback position is to allocate some of Bill's time to
111722 - support Ivan at meetings, so the conversation is not so one sided,
111723 - which was discussed yesterday. ref SDS 8 4241
111724 -
111725 -    [On 981020 Robert Rudeen assigned to support Ivan. ref SDS 18 5655]
111726 -
111727 -
111728 -  ..
111729 - Prepared Draft for KH Management Consideration on Solving Problem
111730 -
111731 - Per Ivan's request, ref SDS 0 0560, preliminary draft ideas for Denis
111732 - and Bill to consider in requesting a follow up meeting to push for
111733 - impovements to support Ivan's managment at the Project Office. see the
111734 - draft at ref OF 1 6237
111735 -
111736 - This places KH in the position of being proactive, taking initiative
111737 - to meet project objectives.
111738 -
111739 - Submitted draft, ref OF 1 6237 via ref DIT 1 0000.
111740 -
111741 -     [On 981001 discussed solution with Denis. ref SDS 12 4817]
111742 -
111743 -     [On 981002 Ivan reviewed letter. ref SDS 14 3368]
111744 -
111745 -     [On 981005 visited with Bill. ref SDS 15 7280]
111746 -
111747 -     [On 981012 initiative under consideration. ref SDS 17 5940]
111748 -
111749 -     [On 981020 Robert Rudeen to support Ivan. ref SDS 18 5655]
111750 -
111751 -     [On 981103 report KH met with Gensler on 981013. ref SDS 19 1504]
111752 -
111753 -     [On 981103 KH wrote letter to Gensler. ref SDS 19 3153]
111754 -
111755 -
111756 -  ..
1118 -
1119 -
1120 - 1239 Called Bill
1121 -
112101 - He is aware that Consultant meeting was cancelled.
112102 -
112103 -
112104 -
112105 -
1122 -

SUBJECTS
PM Advises Gensler Does Not Want KH to Have
Gensler Does Not Want KH to Have Comm
PM Does Not Want KH to Have Comm Support
Project Management
Objections
Does Not KH to Have Comm Support, 980930
50% Interior Package, 981216
Kwan Henmi Management Planning

2111 -
211101 -  ..
211102 - Gensler Advised It Does Not Want Communiciation Metrics Work Product
211103 -
211104 - Bill related discussion yesterday and today indicating Clonia has
211105 - requested that Welch not continue on the project. following up JV
211106 - meeting yesterday. ref SDS 9 1191
211107 -
211108 - This seems to conflict with Gensler memos in the record on 980929
211109 - requesting that KH increase communication support. ref SDS 9 7930
211110 - ..
211111 - Denis has talked to Clonia and she clarified her objective to
211112 - not receive Kwan Henmi meeting notes produced using Communication
211113 - Metrics.
211114 -
211115 -     [On 981001 received "mark up" from Clonia on the record for the
211116 -     meeting on 980929 that confirm this undestanding. ref SDS 13 5280]
211117 -
211118 -     We need in any case to work toward common exchange so that the
211119 -     good ideas of everyone are shared. ref SDS 0 3315
211120 -
211121 -     [On 981007 Gensler objected to Communication Metrics as
211122 -     unnecessary. ref SDS 16 2775]
211123 - ..
211124 - Denis advised Clonia that Kwan Henmi intends to continue with
211125 - Communication Metrics so there is a good record of progress to guide
211126 - management.
211127 -
211128 - This addresses the leadership issue. ref DIT 1 3577
211129 -
211130 - Hopefully, this will make it easier for me to work with Angelica to
211131 - get the computer files for inclusion in the record, since I am sure
211132 - that Ivan does not have time for this, even though we discussed it
211133 - this morning. ref SDS 0 1360
211134 -
211135 -     [On 981001 worked with Angelica. ref SDS 12 2080]
211136 -
211137 - ..
211138 - I explained the initiative Ivan requested be submitted for
211139 - consideration by Bill and Denis to improve lines of communication
211140 - between Gensler and Kwan Henmi. ref SDS 0 3280
211141 - ..
211142 - Bill advised that Denis discussed with Clonia moving Kwan
211143 - Henmi's design team back to the main office, leaving only a small
211144 - group in Gensler's project office.
211145 -
211146 -     [On 981030 discussed solution with Denis. ref SDS 12 4817]
211147 -
211148 - Bill will submit Ivan's email address so I can make common
211149 - distribution.
211150 -
211151 -
2112 -
2113 -
2114 - 1114 received email from Bill
2115 -
211501 - Received email addresses for KH team at project office.
211502 -
211503 -
211504 -  ..
211505 - Kwan Henmi Submits to Gensler Management Plan for 50% Design Package
211506 -
211507 - Received ref DIT 2 0000 which is the interim management plan for KH to
211508 - complete the 50% design package, as discussed in the JV coordination
211509 - meeting on 980929. ref SDS 9 4816
211510 -
211511 -
211512 -
211513 -
2116 -
2117 -