🔑 Top 5 Questions Every Owner & Developer Should Ask at an OAC Meeting

When it comes to keeping construction projects on track, Owner–Architect–Contractor (OAC) meetings are essential touch points. But not all meetings are created equal—what really matters is asking the right questions.

If you’re managing multiple projects or simply want better visibility into your build, these five questions are your go-to for staying in control, on budget, and ahead of issues.

💡 Pro Tip: Consider saving this post to your OAC meeting agenda template to keep your team aligned, every time.

1. Are We on Schedule, and What Are the Next Critical Project Milestones?

Delays are part of construction—but surprise delays? That’s where things fall apart. Staying on top of the critical path and key project milestones keeps you informed and prepared.

Questions to ask:

• What’s the current status of the construction schedule?
• Are there any red flags around trades, inspections, weather, or materials?
• What are the next 3–5 key project milestones we must hit?

💡 INGENIOUS Insights: On INGENIOUS' Project Schedule you can view the schedule in real-time and zoom in on the critical path—no more chasing down PDF updates.
🔗 Related reading: How to Build a Construction Schedule That Actually Works🔗 Explore: INGENIOUS.BUILD: Project Management Tools

2. Are We on Budget, and Are There Any Pending or Potential Cost Exposures?

The earlier you know about a budget risk, the more room you have to respond. Asking this question consistently helps avoid that “how did we get here?” moment.‍

What to look for:

• Approved vs. pending change orders
• Contingency drawdown and unanticipated costs
• Budget variances and upcoming decisions that could shift numbers (scope gaps, escalation, unforeseen conditions)

💡 Pro Tip: Tools like Procore offer visibility here, but newer platforms such as INGENIOUS.BUILD bring a more intuitive approach to tracking real-time costs with fewer spreadsheets and better UI.💡 INGENIOUS Insights: The cost management dashboard brings transparency front and center—so when your GC says “we’re fine,” you can see exactly what that means.
🔗 Related reading: Want a comparison? Check out this list of top Procore alternatives

3. What Decisions or Approvals Are Needed from Me to Avoid Delays?

We get it—Owners are busy. But nothing stalls a project faster than a stuck RFI or an overdue Submittal.

Get clarity on:

• Which submittals, change orders, selections, or RFIs are awaiting your input?
• Where you might be the bottleneck—and how to fix it
• How to streamline decision-making or delegate construction approvals

Modern platforms like INGENIOUS.BUILD help you avoid being the bottleneck by streamlining communication between all project stakeholders.

💡 Pro Tip: Save this resource for quick reference.
💡 INGENIOUS Insights: If you’re using INGENIOUS, approval workflows help you track and prioritize what’s needed from you—so nothing falls through the cracks.
‍🔗 Explore: Compare with Buildertrend, another good platform for owner engagement

4. Are There Any Current Issues Impacting Quality, Coordination, or Safety?

Avoid surprises during punch list or warranty phases. Quality and safety risks compound quickly if not flagged early. This is your chance to get ahead of rework or compliance issues.

It’s easy to focus on timelines and dollars, but quality and safety should never take a backseat.

Stay proactive by asking:

• Is anything jeopardizing build quality or coordination?
• Are safety risks being mitigated?
• Are recurring issues pointing to a deeper coordination breakdown?
• Are trades in sync (e.g., HVAC vs. framing)?

Ensure the team is surfacing issues early—from field quality concerns to safety incidents. Discuss coordination conflicts and get ahead of warranty risks and costly rework.

Platforms that offer integrated issue tracking can help flag risks before they escalate.

💡 INGENIOUS Insights: INGENIOUS also offers forms and inspections across design and field teams—just saying.
🔗 Related reading: OSHA’s Construction Safety Guidelines are a great reference point
🔗 Explore: Here’s how Autodesk Construction Cloud handles QA/QC tracking

5. Is Everyone Aligned on Next Steps and Responsibilities Before the Next Meeting?

OAC meetings should close with clarity. Not questions.

Before wrapping:

• Confirm each action item has an owner and due date
• Ensure next steps are clear and documented
• Log decisions in your project management platform

A centralized, cloud-based solution ensures action items are never lost between emails, texts, or spreadsheets.

💡 INGENIOUS Insights: With INGENIOUS, action items are logged directly into the platform and bound to the discussion item/topic (vs. buried in email threads and fragmented templates) giving you real-time visibility into progress.
🔗 Explore: Construction Meeting Minutes Template – Smartsheet
🔗 Explore: Meeting Minutes with INGENIOUS.BUILD – VIDEO

Final Thought: Empower the Owner and Developer's Role

OAC meetings aren't just routine check-ins—they're strategic opportunities to lead. By asking the right questions and using the right tools, owners & developers can drive better outcomes across schedule, budget, quality, and team alignment.

Looking for a smarter way to run your projects?‍

Check out how INGENIOUS.BUILD stacks up against Procore and why more owners are making the switch

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