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 -