Consultant Coordination Issue Register
Coordination meetings that actually close issues
A disciplined coordination workflow: pre-meeting agenda, a single-source issue register, action-item minutes, and closeout reminders. Keeps multi-discipline coordination from devolving into recurring conversations that never resolve anything.
INGREDIENTS
PROMPT
Create a skill called "Consultant Coordination Issue Register" for an architecture practice. For my coordination meetings, you should: 1. Before each meeting: compile a pre-meeting agenda with the top open issues, decisions needed, and specific drawings or model views to review 2. Maintain a single issue register with fields: issue ID, owner, due date, status (open / in progress / resolved / blocked), and evidence link 3. After each meeting: draft minutes focused on decisions made and action items assigned — skip discussion summaries 4. Send reminders for open items approaching due date. Escalate any issue labeled "blocking" (structural conflict, ceiling zone, egress, or permit-critical) if unresolved after one meeting cycle Flag when total open issues exceed 25.
How It Works
Coordination meetings in architecture tend to follow a pattern: someone reads
a list, everyone nods, and the same issues reappear next week. This recipe
breaks that cycle with a structured workflow — pre-meeting prep that identifies
the decisions needed, an issue register that tracks ownership and status, and
post-meeting reminders that escalate unresolved blockers.
What You Get
- Pre-meeting agenda: top issues, required decisions, and specific drawings or model views to review — sent before the meeting
- Single issue register: every issue gets an ID, owner, due date, status, and evidence link — one source of truth across disciplines
- Decision-focused minutes: captures decisions and action items, not discussion summaries
- Closeout reminders: automated follow-ups with escalation for "blocking" issues that stay open
Setup Steps
- Set your issue threshold for escalation (e.g., flag when open issues exceed 25)
- Define blocking labels: structural conflict, ceiling zone, egress, permit-critical — or your project's equivalents
- Connect to your calendar so agendas auto-generate before coordination meetings
- Link to your docs platform for the shared issue register
Tips
- The pre-meeting agenda is the single biggest productivity lever — it forces the right people to prepare
- Decision-focused minutes are shorter and more useful than narrative minutes; attendees read them
- Use the blocking labels aggressively — an issue labeled "blocking" gets attention; an issue labeled "open" gets ignored
- Review the register weekly even outside of meetings; issues that slip between meetings are the ones that cause delays