An Examination of Site Meetings: Essential Factors and Implications on Building Quality in Construction Projects within Higher Institutions in Ekiti State

. The building and construction industry (BCI) is made of diverse professionals and despite its emphasis on quality project delivery, the essentials of site meetings have not been adequately explored. The study examined the fundamental aspects of Site Meetings and their impact on the execution of construction projects in the building sector, specifically focusing on higher education institutions in Ekiti State, Nigeria. An online survey questionnaire was used and administered to the Consultants and Contractors, within Higher Institutions in Ekiti State, and only seventy-four (74) Respondents filled out the questionnaire and submitted it. The results indicated that 67.6% and 31.1% strongly agreed and agreed respectively that site minutes are important to project implementation. 50% each strongly agreed and agreed that the agenda is a critical tool for project implementation. 37.7% of respondent do not have a definite time for sending notice of a meeting while 10.8% do not have an agenda for their site meetings, also, 52.7% make the minutes of site meetings available before the meeting and 47.3% during the meeting. The study recommended that all stakeholders should take the essentials seriously. Notice of meetings, agendas, and Minutes should be prepared and sent ahead of site meeting dates.


Introduction
The escalating housing and infrastructural deficit in Sub-Saharan cities are exacerbated by the rapid expansion of the population and unregulated anthropogenic activities [1,2].Despite successive government initiatives, the anticipated outcomes have not materialized [3], presenting significant challenges for the building and construction sector to address this widening gap.The implications of this persisting issue underscore the pressing need for innovative strategies and effective interventions within the industry to effectively bridge the existing shortfall.In the BCI realm, the relentless pursuit of high-quality project delivery, encompassing functionality, structural stability, and adherence to allocated costs, remains a paramount focus [4].This emphasis is particularly pronounced given the persistent challenge of building collapses [5,6,7].The industry involves a multitude of stakeholders, each undertaking an intricate and demanding role.These key players encompass the client, financiers, and a cadre of skilled professionals such as architects, surveyors, engineers, project managers, and artisans among others.Additionally, contractors, sub-contractors, and nominated suppliers play pivotal roles in the intricate web of construction dynamics.The harmonious collaboration of these diverse stakeholders is imperative; their tasks must seamlessly align, ensuring that the outcomes are coherent and devoid of conflicts.A cohesive language and conceptual framework must permeate all facets of their work, with the outputs of each professional intricately relating to and conforming with one another.This synergy is essential for achieving the overarching goal of delivering construction projects with the highest standards of quality and integrity.However, in the dynamic landscape of the BCI within the developing world, the advent of more robust sophisticated building and modeling tool kits companioned by the architectural profession (design team) [8], marks a revolutionary shift in paradigms.This revolution challenges traditional concepts of design, collaboration, and engagement, as construction experts transition from physical blueprints to digital methodologies.While architects, as primary consultants [9], lead in the adoption of building information modeling (BIM) tools, a disparity in data flow processes arises due to varying adoption levels among stakeholders [10,11].This highlights the necessity for idea convergence through other mediums to address design and technical issues of projects.In the lifecycle of any building and construction project, Site Meetings stand out as a pivotal component.Widely recognized for their potential to enhance project management and achieve deliverables in terms of quality, cost, and time, these meetings are considered indispensable [12].The expectation is that all consultants and contractors consistently attend these sessions.Despite the evident benefits of site project meetings, their essentials are often overlooked and underexplored.A recent examination of the merits of site meetings by [13] highlights their significance as a crucial tool for the success of building projects and, notably, for achieving the client's objectives.It is noteworthy that the building and construction progresses through various stages, each with its unique characteristics and challenges.As these stages are reached, the role of site meetings becomes increasingly imperative, addressing the specific requirements and hurdles encountered during each phase.The strategic significance of site meetings in achieving a high-quality and cost-effective project has been well-established in published research [14].Nevertheless, anecdotal evidence supported by existing literature indicates a gap in the adherence to and effective management of the processes and procedures associated with site meetings.Consequently, projects often face challenges such as compromised quality, time wastage, and increased overall costs.This study aims to comprehensively investigate all the essential aspects of site meetings, emphasizing the need for stakeholders to attentively follow and implement these essentials.The objective is to facilitate more purposeful, fulfilling, and supportive site meetings that contribute significantly to the success of the overall project.This study provides useful insights into the fundamental aspects of site meetings and their impact on construction projects.The advice offered can serve as a blueprint for stakeholders to improve their processes, promoting a culture of organized and efficient site meetings that work together to achieve excellent and punctual project completion.

Literature Review
According to [15], a site meeting is a recurring meeting conducted to monitor progress, address emerging concerns, and provide comprehensive communication throughout the process.[16] asserts that convening all stakeholders simultaneously facilitates comprehensive discussion of the issues, enabling thorough examination and ideally leading to effective problemsolving.It is significantly more convenient than performing the task remotely, with frequent exchanges of emails.[15] also suggested that it is advisable to take minutes for any meeting.The notes serve as a framework for the subsequent discussion, ensuring that any mentioned subjects are not overlooked.Therefore, they are collected and consistently addressed until issues are resolved.Having minutes that have been unanimously approved by all parties also serves as contractual documentation, which can be useful in case of a disagreement, as it offers further information regarding the proceedings.
According to [17], site meetings play a crucial role in effectively managing construction projects.Regular site meetings among project stakeholders can enhance communication and foster a commonality of purpose, hence increasing the likelihood of successful project completion.Project failures are frequently ascribed to insufficient management, with a crucial element being a deficiency in effective communication.Meetings should be arranged at regular intervals, such as weekly or monthly, depending on the participants.However, the frequency of meetings may need to be increased if the project is large and complex.They serve as a method for documenting progress, facilitating dialogue regarding any challenges or concerns, and facilitating the suggestion of potential remedies.They offer a favorable platform for engaging in bilateral discussions regarding any emerging or anticipated matters.Conducting meetings at the location allows stakeholders to directly observe the progress instead of depending on a report from a third party.This also facilitates the examination of problem areas, discussion of quality concerns, evaluation of prototypes, and other related matters.[18] posited that establishing construction meetings is a method to maintain communication with the construction team and oversee the full construction process.These meetings require precise agendas to verify that all aspects are functioning optimally and the entire construction crew is diligently adhering to the timeline.A construction meeting agenda is crucial as it provides the construction team with a comprehensive outline of tasks and responsibilities from the project's inception to its completion.A meeting agenda operates as a comprehensive list of reminders to ensure that all roles and duties are remembered and not ignored.
[19] has determined that the meeting notice provides the members with specific information regarding the date and location of the meeting.The agenda provides the members with information regarding the topics and actions to be addressed during the meeting.This allows the members to make decisions regarding their attendance, as well as determine the appropriate method for casting their proxy or postal vote if permitted by the rules.The agenda is typically included in the notice or attached to it, ensuring that members receive all the essential information simultaneously.Before the meeting, it is advisable to distribute reports in advance to provide individuals with sufficient time to review the materials.Additionally, if proxy or postal voting is permitted, it is recommended to provide the necessary paperwork or voting slips together with the reports.The regulations of the association specify the specific time and method for providing notice of a meeting, and it is crucial to strictly comply with these requirements.Insufficient notification can render a meeting invalid.Proper notice must be provided to all eligible attendees of a meeting per the regulations.A standard agenda succinctly outlines the topics that will be discussed and the sequence in which they will be addressed.Provided that members are informed about the business to be addressed at the meeting; the meeting must be limited to discussing just those specific items.Any additional matters brought up during a meeting should be included on the agenda for the subsequent meeting.This facilitates members to thoroughly deliberate on things and prevents putting members at a disadvantage who are not present at the meeting and thus unaware of the new business.It has been suggested that similar to safety meetings held by contractors, all conversations during construction meetings should be documented comprehensively.This would enable all parties involved to continuously monitor the progress of their discussions throughout multiple construction meetings.The distribution of these meeting minutes should encompass all relevant parties, including the Owner, Architect, Project Administrator, and any attending subcontractors.Construction meetings serve as a means for a contractor to verify the awareness of other parties on its mobilization or demobilization from the project, or its relocation to a new area [20].[21] said that the major rationale for documenting meeting minutes lies in their significance.Meeting minutes provide a purpose beyond being disposable notes.The purpose of meeting minutes in construction is to provide a precise depiction of the project's current condition, the involved parties, and the future course of action outlined in the project plan.Meeting minutes, together with site diaries, serve as the foundation of construction reporting and record keeping.Construction meeting minutes are a crucial component of the paperwork required to facilitate efficient communication and collaboration in construction projects.Another, if occasionally more prevalent, rationale for maintaining meeting minutes is to prevent the inadvertent omission of crucial information or even the seemingly inconsequential details that, when aggregated, significantly influence the project's outcome.Your minutes serve as a basis for guiding your activities and judgments regarding work prioritization and execution.Additionally, you may effortlessly communicate significant discoveries and key insights with other individuals.[22] determined that site meetings are a longstanding and effective method for addressing issues arising from construction projects and ensuring compliance with acceptable standards.It is important to recognize that site meetings should not be viewed merely as a routine construction activity, but rather as a valuable tool for promoting a seamless and high-quality construction process.Clients, owners, and financiers of construction projects need to employ competent and experienced project managers to ensure effective coordination of site meetings.

The Study Area
Located in the Southwest region of Nigeria, Ekiti State was established on October 1st, 1996, as an independent entity carved out of Ondo State [23].Comprising 16 local government areas, with Ado-Ekiti serving as the state capital, Ekiti State encompasses a total landed area of 5,887.89square kilometers and hosts a population of 2,384,212 [24].Positioned between latitudes 40° 51´ and 50° 451´ and longitudes 70° 151´ and 80° 51´, the state holds strategic geographical coordinates [25].Ekiti State has a wide range of institutions in higher education, encompassing Federal, State, and Private organizations at both the University and Polytechnic levels.In addition, the educational environment includes a College of Education and Schools of Nursing.More precisely, the state houses four universities, consisting of one federally-funded institution, two state-funded institutions, and one privately funded institution.Additionally, there is a federally funded polytechnic, a state college of technology, and a privately funded polytechnic.The College of Education, which was originally held by the state, has been transformed into a university.In addition, the educational infrastructure includes a Federal School of Nursing, a State School of Nursing, and a State College of Health Technology.The Federal University Oye Ekiti was founded in 2011 and operates on two campuses, one in Oye Ekiti and another in Ikole Ekiti.The Ekiti State University Ado-Ekiti, previously named the University of Ado-Ekiti, was established in 1982 to be a multi-campus institution.However, it has since evolved into a single-campus university situated in Ado-Ekiti.The Bamidele Olumilua University of Education, Science, and Technology Ikere-Ekiti was inaugurated in 2021 following the elevation of the College of Education to university status.At the moment, it makes use of the campus facilities of the Ekiti State College of Education Ikere-Ekiti, which was established in 1977.Founded in 1982, the Federal Polytechnic Ado-Ekiti stands as an institution of higher learning.In 2014, Ekiti State College of Technology Isan Ekiti was established, contributing to the educational landscape of the region.The Federal Medical Teaching Hospital School of Nursing Ido-Ekiti, founded in 1998, has played a crucial role in providing nursing education.Notably, the Ekiti State University Teaching Hospital School of Nursing Ado Ekiti, founded in 1976, has played a longstanding role in nursing education within the state.On the private education front, the Crown Polytechnic and Afe Babalola University were established in 2008 and 2009 respectively, contributing to the diverse educational offerings available.Additionally, the State College of Health Technology, established in 1997, has been a prominent institution focused on health education and training as elucidated in Table 1.Since their inception, each of the institutions has aggressively pursued several building and construction projects.These projects have continuously featured the participation of building industry consultants, such as Architects, Quantity Surveyors, Structural Engineers, and Mechanical and Electrical Engineers, to offer specialized professional services.
Additionally, each institution maintains a cadre of in-house professionals within the building industry as permanent staff.These in-house professionals encompass expertise in disciplines such as Land Surveying, Estate Surveying, and Building.Both the internal staff and the external professionals, who are hired or contracted, share the responsibility of supervising and managing various construction projects undertaken by the organizations.They work closely with the contracted contractors to ensure successful project completion.

Research Methodology
This study employed a Qualitative research approach and the data collection methodology in this study utilized a wellstructured questionnaire.This instrument was intentionally designed to elicit responses from the selected respondents, focusing on pertinent aspects of the research variables.The questionnaire, comprising 20 questions, served as the operational framework for the research variables.Each question, strategically formulated, was rigorously specified, and operationally defined to ensure precision and relevance in the data collection process.Using the convenient sampling technique, the study participants consisted of in-house professionals affiliated with higher education institutions, as well as consultants and contractors within the building industry, possessing experience in the execution of one or more projects.
A targeted sample of 93 respondents was identified for inclusion in the study.The administration of a structured questionnaire facilitated the collection of responses, which was carried out using Google Forms through the principal investigator's email channel, spanning the period of three weeks.A total of 74 responses were successfully obtained during this timeframe.The acquired data, originating from the research variables, served as the foundational material for subsequent analysis.To enhance clarity and visualization, the research findings were depicted through the presentation of charts, tables, and text.

Results and Discussion
Table 2 displays the age distribution of the respondents, with 71.6% of them being over the age of 40.16.2% between 36-40years old, 8.1% between 31-33years old and 4.1% were 26-30years old.The data shows that information was sourced from adults above 18 years of age and can be reliable.Figure 1 indicates that 27% of the respondents had HND, 33.8% had BSc, 36.5% had MSc and 10.8% had.The figures show that the respondents are academically literate to effectively appreciate the essence of the research and respond appropriately.According to Figure 3, 20.3% of individuals had worked in the building business for 5-10 years, 12.2% for 11-15 years, 21.6% for 16-20 years, 16.2% for 21-25 years, 14.9% for 26-30 years, and 14.9% for more than 30 years.Over time, respondents have acquired knowledge about the fundamental aspects of site meetings, including processes, problems, and concerns that pertain to the organization, efficacy, and significance of such meetings.Figure 4 displays the number of projects in which the respondents had taken part.6.5% of the participants had engaged in 1-5 projects, 9.5% in 16-20 projects, 6.8% in 21-25 projects, 6.8% in 26-30 projects, and 37.8% had worked on more than 30 projects.The figures suggest that the respondents have participated in site meetings and hence had a comprehensive understanding of the fundamental aspects, protocols, and challenges connected with such meetings.

Essentials of Site Meetings
Fig. 5 shows that 59.5% had site meetings monthly, 9.5% had their meeting once in two months, and 31.1% had any time.The figure of 31.1% is negative, it indicates that substantial numbers of Professionals and Contractors in the building industry do not take site meetings seriously and many do not pay attention to the regularity of site meetings.Figure 7 shows that 48.6% strongly agree and 51.4% agreed that notice of meeting is an important tool in site meetings because it aids participation and effectiveness of the meeting.

Statutory date
When do you send the Notice of Meeting enhancing effective project supervision was also evident in the respondents' perceptions.The study revealed a potential area for improvement concerning the regularity of site meetings, with 31.1% of respondents indicating a lack of a fixed schedule.This highlights a need for increased attention to the importance of regular site meetings within the industry.Additionally, while there is a strong consensus on the significance of the agenda, a notable 10.8% of respondents admitted to not having a structured agenda for their site meetings.This emphasizes the importance of adopting a systematic approach to agenda preparation to enhance the effectiveness of site meetings.Furthermore, the study shed light on the timing of essential components of site meetings.It was observed that a considerable portion of respondents (33.7%) lacked a definite time for sending notices of meetings, potentially affecting attendance and engagement.The importance of timely agenda preparation and distribution was emphasized, with 50% of respondents generating and distributing agendas before the meeting, promoting better preparation and engagement.
A noteworthy recommendation arising from the study is the need for stakeholders in the building and construction industry to take the essentials of site meetings seriously.Emphasis should be placed on the timely preparation and distribution of notices, structured agenda formulation, and making minutes available before meetings.This approach ensures adequate preparation, fosters more meaningful engagement and contributes to the overall success of building projects.It is anticipated that the study's findings will contribute to the body of knowledge in project management and serve as a reference for industry professionals, researchers, and policymakers seeking to improve practices within the sector.

Fig.
Fig. 1.Highest Degree of Respondents

Fig. 2 .
Fig. 2. Professions of Respondents (Source: Authors' Field Work, 2021.)According to Figure 2, Architects accounted for 36.5% of the total, Builders made up 16.2%, Civil Engineers comprised 14.9%, Quantity Surveyors represented 18.9%, Mechanical/Electrical Engineers accounted for 8.1%, and Contractors made up 10.8%.These figures are an indication of in the building and construction industry.The following individuals or groups are considered stakeholders in the business of organizing and conducting site meetings.It is an indication that the respondents are competent and worthy.

Table 1 .
Universities, Polytechnics, and Colleges of Education in Ekiti State
1. Highest Degree of Respondents

Table 3 .
Usefulness of Site Meeting

Table 3
reveals noteworthy insights; specifically, all identified merits exhibit an overall mean score (OMS) of 4.51, underscoring a strong consensus among respondents who either strongly agree or agree with the significance of site meetings in building projects.Particularly striking are the merits with mean score (MS) values of 4.51 and above.This indicates a consensus among the participants regarding the significance of site meetings in different areas.The respondents agree that site meetings have several benefits, including contributing to timely project completion, assuring quality project delivery, resolving problematic issues, and enhancing effective project supervision.When prioritized, 'quality project delivery' is identified as the most essential benefit of site meetings, followed closely by 'timely project completion' and 'effective problem resolution.'In contrast, 'Site Meetings enhancing cost efficiency on projects' occupies the last position in the ranking order.

Table 4 .
Sending of Notice of Meeting