Digitalization and Standardization of Project Minutes

Abstract

Fragmented processes for capturing infrastructure project meeting minutes have inhibited transparency, productivity, and information access across Puerto Rico's municipalities. A newly implemented initiative systematically digitized and standardized legacy manual approaches to address these shortcomings. Guided by an inspection team, integrated minute templates were developed incorporating regulatory requirements and inputs on essential content details. The software was then configured to host templates within a centralized, cloud-based platform enabling simplified minute creation workflows, version histories, approvals, and mobility. Construction projects demonstrated strong initial user adoption and promising time/cost savings. While customizations addressing mobile optimization remain, the successful implementation methodology proves minute modernization and standardization carry immense potential for improving construction communication, compliance, and analytics through thoughtful digitization. This pragmatic start provides a modular roadmap for gradually unshackling project data trapped within dated systems to stimulate innovation. Key Terms ⎯ time management, innovation, transformation, management accountability.