SOP: IMPACT in Meetings
Purpose:
Use the IMPACT method to make every meeting productive, focused, and action-oriented.
I = Intent
Define the purpose before the meeting
Questions:
Why are we meeting?
What decision must be made?
What problem must be solved?
Example:
Intent: Approve the revised construction schedule for Block A.
Meeting Leader Responsibilities:
Send agenda before meeting.
State objective clearly at the beginning.
Keep discussion aligned with the objective.
M = Meaning
Explain why the topic matters
People engage more when they understand the importance.
Questions:
Why is this important?
What happens if we do nothing?
How does it affect the project, client, or team?
Example:
Delaying approval of the schedule may delay material procurement and project completion.
P = Participation
Encourage everyone to contribute
A meeting should not be a one-person presentation.
Best Practices:
Ask for opinions.
Invite feedback from quieter members.
Listen actively.
Respect different viewpoints.
Example Questions:
"What concerns do you see?"
"Do you have another solution?"
"What is the site team's recommendation?"
A = Action
Convert discussion into action items
Every important discussion should lead to clear actions.
Action Item Format:
| Task | Responsible | Due Date |
|---|---|---|
| Update Schedule | Planning Engineer | 30 May |
| Confirm Materials | Procurement Team | 31 May |
Rule:
No meeting should end without action items.
C = Commitment
Confirm ownership and accountability
Ensure everyone understands their responsibilities.
Questions:
Who owns this task?
Can you commit to the deadline?
What support do you need?
Example:
Site Engineer commits to submitting the revised shop drawing by Friday.
T = Tracking
Follow up on progress
A meeting creates value only when actions are completed.
Tracking Methods:
Action tracker
Meeting minutes
Telegram group updates
Weekly progress review
Questions for next meeting:
What was completed?
What remains outstanding?
What obstacles exist?
IMPACT Meeting Flow
1. Intent
↓
2. Meaning
↓
3. Participation
↓
4. Action
↓
5. Commitment
↓
6. Tracking
Example for Construction Site Meetings
Daily Site Coordination Meeting
Intent
Review today's work plan.
Meaning
Ensure work stays on schedule.
Participation
Site engineer, foreman, QC, subcontractors share updates.
Action
Assign tasks and priorities.
Commitment
Each team confirms responsibilities.
Tracking
Review completion status tomorrow morning.
Golden Rule
A successful meeting is not measured by how long people talk, but by how many actions are completed afterward.
IMPACT = Intent + Meaning + Participation + Action + Commitment + Tracking. This framework works well for project meetings, site meetings, client meetings, management meetings, and team coordination meetings.