THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700


S U M M A R Y


DIARY: October 20, 1998 09:10 AM Tuesday; Rod Welch

Met with Ivan on reviewing meeting notes, and distrubution procedures.

1...Summary/Objective
2...Intelligence is Comprehensive, Timely, Accurate and Useful
3...Meeting Note Procedures Should Avoid Complexity and Confusion
4...Team Meeting on 981016

ACTION ITEMS.................. Click here to comment!

1...Avoid sending multiple meeting notes to consultants.

CONTACTS 
0201 - Gensler/Michael Willis/Kwan Henmi    415 433 3700 fax 415 627 3700
020101 - Mr. Ivan Romero, AIA; Project Architect
020102 - Kwan Henmi Architects
020103 - Interior Design/Documentation

SUBJECTS
Meeting Note Procedures
HTML Format Meeting Notes
Civil Meeting, 981015
Structural Meeting, 981015
Mechanical Meeting, 981014
Electrical Meeting, 981014
Document Management

1809 -    ..
1810 - Summary/Objective
1811 -
181101 - Follow up ref SDS 14 0000, ref SDS 13 0000.
181102 -
181103 - As a result of cancelling the JV Coordination meeting this morning at
181104 - 0900, ref SDS 16 0000, I assisted Ivan in opening the meeting notes
181105 - submitted yesterday via email, ref DIP 5 0000, see ref SDS 14 0000.
181106 - ..
181107 - Ivan advised that Clonia issued notes on the structural meeting
181108 - with SDE, held on 981014, ref SDS 7 0000; and, she issued notes on the
181109 - civil meeting, also held on on 981015. ref SDS 8 0000
181110 -
181111 - He seemed to indicate that it is not necessary therefore for KH to
181112 - issue the ....
181113 -
181114 -    1.  Notes for structural meeting on 9081015, ref DIP 5 7788,
181115 -
181116 -    2.  Notes for civil meeting on 981015. ref DIP 6 7788
181117 -
181118 -       ...which were submitted yesterday. ref SDS 14 4320
181119 -
181120 -     Bolivar was not in the office when I visited at 0900, so this
181121 -     evening I sent a letter via email asking him to send the files for
181122 -     Clonia's letters to KH.
181123 -
181124 -         [On 981021, received Gensler files from Bolivar. but they did
181125 -         not include the structural and civil meetings on 981015....
181126 -         ref SDS 18 6420]
181127 -
181128 - Ivan related a request by Clonia for KH to issue notes for the meeting
181129 - with the mechanical consultant, A&P, held on 981014.
181130 -
181131 - He advised that Clonia wants Ivan to sign the notes.
181132 -
181133 - We considered that he print the notes and sign it for submission to
181134 - Gensler's project record.
181135 -
181136 - We looked briefly at the notes for the electrical meeting on 981014.
181137 - ref DIP 1 7788  I explained this has the text that he prepared and
181138 - issued on 981016.  This shows that the project record can be ported to
181139 - the Internet, and it is accessible without having to save the or copy
181140 - printed documents.
181141 - ..
181142 - Ivan looked at the notes for mechanical meeting held with A&P on
181143 - 981014. ref DIP 2 7788, ref SDS 5 0000,
181144 -
181145 - We considered the need for Ivan and other KH architects, who supported
181146 - the meeting, to review the notes and provide edits they feel are
181147 - needed.  Send me the edits and I will correct the record, so Ivan can
181148 - make distrubution via email.
181149 -
181150 - The notes for the other meetings need to be reviewed as well, to make
181151 - sure that Clonia did not overlook anything important to KH, in the
181152 - notes Gensler issued. ref SDS 0 3920
181153 - ..
181154 - I showed Ivan how to access the document log sent to Bill Long
181155 - on 981015, with a copy to Ivan. ref SDS 6 5292
181156 -
181157 - Ivan worked with the log briefly to see it provides on-line access to
181158 - all of the documents issued by Gensler since 980929.  Showed he can
181159 - open the SDS record where the document is received or issued.
181160 -
181161 -
181162 -  ..
181163 - Intelligence is Comprehensive, Timely, Accurate and Useful
181164 - Meeting Note Procedures Should Avoid Complexity and Confusion
181165 -
181166 - We looked at issues for KH to review that were developed on 981018.
181167 - ref SDS 13 3927
181168 -
181169 - I explained the need for Gensler and Kwan Henmi to develop procedures
181170 - to...
181171 -
181172 -          Avoid sending multiple meeting notes to consultants.
181173 -
181174 - If Clonia sends notes, KH should not send notes on the same meeting so
181175 - that people do not have to look in several different documents about
181176 - the results of a meeting.  This will cause errors due to complexity
181177 - and confusion, and it will cause frustration, anger and conflict.
181178 - ..
181179 - The goal of meeting notes is to build shared meaning, and this
181180 - requires a single, comprehensive and accurate source of relevant
181181 - information that is important to performing the work, and which is
181182 - connected up to show cause and effect over time.  In Communication
181183 - Metrics this record is called "intelligence."
181184 -
181185 - The record produced by Communication Metrics is summarized, so that
181186 - people can assimilate a lot of intelligence quickly, and review more
181187 - deeply when needed.
181188 -
181189 - I explained that Clonia's notes can be incorporated into the record KH
181190 - is preparing for use on the Internet, to provide a single source of
181191 - intelligence.
181192 -
181193 - Ivan asked if Robert Rudeen will support this information management
181194 - function?
181195 -
181196 - I explained the possibility that if he is the primary communication
181197 - link with Gensler project management, then he would likely be involved
181198 - with these meeting note issues.
181199 -
181200 -     [At 0951 reviewed procedures with Robert. ref SDS 17 5655]
181201 -
181202 -
181203 -
181204 -
1813 -

SUBJECTS
Team Meetings, Bolivar
Meeting Note Procedures
Feedback

2406 -
240601 -  ..
240602 - Team Meeting on 981016
240603 -
240604 - We discussed the notes, ref DIP 6 0000, prepared in the record on
240605 - 981019, ref SDS 14 9216, for the Team Meeting that KH held on 981016,
240606 - ref SDS 11 0000
240607 -
240608 - We considered the need to get feedback from the KH team.
240609 -
240610 - Since Bolivar is not in the office this morning, Ivan will follow up
240611 - to distribute the record and discuss with the team.
240612 -
240613 -
240614 -
2407 -
2408 -
Distribution. . . . See "CONTACTS"