How to Create a Meeting in Procore

Why Procore Enhances Meeting Management

If you're looking for an efficient way to plan, document, and follow up on project meetings, Procore's Meetings tool offers a comprehensive solution. This platform connects teams from the office to the field, creating a unified communication system that keeps everyone on the same page.

Procore serves as more than just a file sharing tool—it's a complete construction management platform designed to streamline workflows. The centralized communication system stores all meeting information in one accessible location, making it simple for team members to reference past discussions and decisions. This eliminates the frustration of searching through email chains or multiple platforms to find critical information.

Time-saving templates allow you to create standardized meeting formats that can be reused across projects, ensuring consistency and reducing repetitive data entry. The seamless integration with popular video conferencing tools like Microsoft Teams and Zoom bridges the gap between in-person and virtual meetings, accommodating today's hybrid work environments.

Real-time updates ensure that when changes occur to agendas or action items, all team members receive notifications automatically. This feature prevents miscommunication and keeps everyone informed of the latest developments. Additionally, role-based permissions provide security by limiting access to sensitive meeting information, ensuring that only authorized personnel can view or modify certain details.

Creating Your First Procore Meeting

Starting a meeting in Procore follows a logical sequence that guides you through each step of the process. The platform's intuitive design makes it accessible even for those who are new to digital project management tools.

Begin by logging into your Procore account and selecting the project you're working on from your dashboard. Navigate to the Meetings tool in the project navigation menu—this central hub manages all aspects of your meeting process. Once there, locate and click the "Create Meeting" or "New Meeting" button to open the meeting creation form.

The system offers flexibility by allowing you to either start from scratch or use pre-existing templates if your organization has established standardized meeting formats. These templates can save significant time and ensure consistency across different project meetings.

When filling out the meeting creation form, pay careful attention to each field. Enter a descriptive name for your meeting that clearly communicates its purpose, such as "Weekly Progress Meeting – March 10, 2025." If your organization uses meeting numbers for tracking purposes, include this information in the designated field, being mindful of any formatting restrictions.

Essential Meeting Information Fields

The meeting creation process requires specific details to ensure all participants have the information they need. Taking time to complete these fields thoroughly helps prevent confusion and scheduling conflicts.

Select the meeting date using the calendar control and specify both start and end times, including time designations (a.m. or p.m.) for clarity. This precision is especially important when coordinating across different time zones. Speaking of which, always verify the correct timezone selection, particularly for projects with geographically dispersed team members.

Provide clear location details, whether that's a physical conference room, a construction site location, or a virtual meeting space. For virtual meetings, include the complete URL of the video conferencing link (with the "https://" protocol) so it appears as a clickable hyperlink in the meeting invitation. This small detail saves participants time and reduces technical difficulties when joining.

In the meeting overview section, describe the purpose of the gathering and outline the main agenda items. Use simple text with paragraph breaks to enhance readability. Procore's text editor offers basic formatting options like bold text, italics, and lists to emphasize key points and create a well-organized overview that sets clear expectations for all attendees.

Building an Effective Meeting Agenda

A well-structured agenda serves as the backbone of any productive meeting. After creating your meeting, you'll need to organize topics in a logical sequence that facilitates meaningful discussion.

Procore automatically creates a default category called "Uncategorized Items" which you can rename to better reflect your meeting content. For meetings covering multiple subjects, create separate categories such as "Project Updates," "Safety Discussions," or "Budget Analysis" to keep topics organized. The platform's intuitive drag-and-drop functionality allows you to arrange these categories and individual agenda items in your preferred order.

To add specific items to each category, click the "+ Add Item" button and enter relevant details. Include a descriptive title for each item, assign priority levels if needed, and provide any necessary context or instructions. You can attach supporting documents directly to individual agenda items, ensuring that participants have all the information they need to prepare for the discussion.

When building your agenda, consider the time needed for each item and arrange topics in order of importance. This thoughtful organization helps ensure that critical issues receive adequate attention, even if time runs short. Remember that a well-crafted agenda not only guides the meeting but also serves as documentation of what was discussed and decided.

Managing Meeting Minutes Effectively

Capturing accurate meeting minutes is crucial for documenting decisions and tracking action items. Procore simplifies this process through its integrated minutes feature.

During your meeting, switch from "Agenda" mode to "Minutes" mode to begin recording discussions in real-time. This seamless transition allows you to maintain the structure of your agenda while documenting what happens during the meeting. For each agenda item, use the provided text field to enter detailed notes about discussions, decisions, and next steps.

The platform makes it easy to assign follow-up tasks directly from your meeting minutes. Simply select the responsible individual from your project team and set appropriate due dates to ensure accountability. While Procore doesn't automatically send reminders for these tasks, they appear in each participant's "My Open Items" list, making it easy to track progress and completion status.

For recurring topics or unresolved issues, create follow-up meetings without duplicating effort. Procore allows you to copy information from previous meetings, including agendas, attendees, and relevant attachments. You can then update the meeting date, time, and any new agenda items before saving the follow-up meeting, saving valuable preparation time.

Integrating with Video Conferencing Tools

In today's hybrid work environment, seamless integration with video conferencing platforms has become essential for effective meetings. Procore offers robust connections with popular tools to enhance virtual collaboration.

The Microsoft Teams integration allows you to create and launch Teams meetings directly from within Procore. When setting up your meeting, simply select the "Make it a Teams Meeting" option, and the system automatically generates and populates a Teams link. This integration enables participants to join with a single click from any device or location, eliminating the need to switch between platforms or search for meeting links.

Similar functionality exists for Zoom and other virtual meeting platforms, creating a streamlined experience for remote participants. When using these integrations, ensure that your video conferencing links are correctly entered in the designated field to prevent access issues. These integrations support all standard features of the video platforms, including screen sharing, virtual backgrounds, and recording capabilities.

For organizations seeking even greater automation, Procore supports integration with Microsoft Power Automate through the Fluid Kinnectorz for Procore connector. This powerful combination enables custom workflows that can automate meeting creation, attendee notifications, and follow-up actions. The low-code solution reduces manual tasks and enhances overall efficiency in your meeting management process.

Meeting Preparation Best Practices

Effective meetings require thoughtful preparation beyond simply creating an agenda. Following these preparation strategies will help maximize the value of your Procore meetings.

Pre-define your agenda well in advance of the meeting date and share it with attendees to allow time for review and input. This collaborative approach ensures that all necessary topics are covered and gives participants time to prepare their contributions. Clearly assign roles for the meeting, including who will lead each section, who will take notes, and who is responsible for presenting specific information.

Attach all necessary documents, reports, and presentations to the meeting in Procore before sending invitations. This practice gives attendees the opportunity to review materials beforehand, leading to more informed discussions and faster decision-making during the actual meeting. Consider sending a reminder 24 hours before the meeting with a note encouraging participants to review these materials.

When preparing for virtual meetings, test your video conferencing setup in advance to identify and resolve any technical issues. Ensure that all participants know how to access the virtual meeting room and have the necessary software installed. For hybrid meetings with both in-person and remote attendees, make special accommodations to ensure that virtual participants can fully engage in the discussion.

Running Focused and Productive Meetings

The success of a meeting often depends on how well it's managed during the actual session. Implementing these strategies will help keep your Procore meetings on track and productive.

Start and end meetings on time to demonstrate respect for everyone's schedule. Appoint a timekeeper who can monitor the agenda and gently redirect discussions that veer off-topic or run too long. Begin each meeting by briefly reviewing the agenda and any ground rules to set clear expectations for participation and outcomes.

During the meeting, actively encourage input from all attendees, especially those who might be hesitant to speak up. Create opportunities for questions and comments throughout the discussion rather than waiting until the end when time might be limited. Use Procore's minutes feature to document key points, decisions, and action items in real-time, ensuring that nothing important is missed or forgotten.

The most valuable meetings include these elements:

• Clear objectives: Every participant understands what the meeting aims to accomplish
• Active participation: All attendees contribute to the discussion and decision-making
• Focused discussion: Conversations stay relevant to the agenda items
• Documented outcomes: Decisions and next steps are recorded and assigned

After the meeting concludes, promptly finalize and distribute the minutes through Procore. This immediate follow-up ensures that all participants have a record of what was discussed and what actions they're responsible for completing.

Following Up on Action Items

The true value of meetings often lies in what happens afterward. Procore's tracking features help ensure that action items don't fall through the cracks.

When assigning tasks during or after a meeting, be specific about expectations and deadlines. Clearly identify who is responsible for each action item and by when it should be completed. Provide any necessary context or resources that will help the assignee successfully complete their task. This clarity prevents confusion and increases the likelihood of timely completion.

The following numbered steps create an effective follow-up process:

1. Document all action items in Procore's meeting minutes with clear ownership and deadlines.
2. Send a summary email after the meeting highlighting key decisions and action items.
3. Schedule check-ins before the next meeting to ensure progress on assigned tasks.
4. Begin each subsequent meeting with a review of previous action items and their status.

Use Procore's "My Open Items" feature to monitor progress on assigned tasks. This centralized view allows project managers to identify bottlenecks or delays before they impact the project timeline. For particularly critical items, consider setting up additional reminders or check-ins to ensure they remain priorities.

Recognize and acknowledge when team members complete their assigned tasks promptly and effectively. This positive reinforcement encourages continued accountability and engagement. For items that consistently remain open across multiple meetings, reevaluate their priority or reassign them if necessary to ensure forward momentum.

Overcoming Common Meeting Challenges

Even with powerful tools like Procore, certain challenges can arise when managing project meetings. Understanding these potential issues and having strategies to address them improves overall meeting effectiveness.

Coordinating across diverse teams with different priorities and schedules often presents difficulties. Combat this challenge by using Procore's attendee management feature to ensure all stakeholders receive proper invitations. Schedule recurring meetings at consistent times to help team members plan their availability. For critical meetings, consider sending calendar invitations well in advance and requesting confirmation of attendance.

Inconsistent meeting formats can create confusion and reduce productivity. Develop standardized templates for different meeting types (progress reviews, safety briefings, client updates) to ensure consistency in structure and content. These templates save preparation time and help participants know what to expect from each meeting type.

Many projects struggle with tracking and completing follow-up items effectively. Address this issue by always recording action items during the meeting and assigning specific owners with clear deadlines. Regularly review open items at the beginning of each meeting to maintain accountability and momentum. For particularly complex projects, consider appointing a dedicated person to track action items between meetings.

Integration issues with virtual meetings can disrupt otherwise productive sessions. Test your video conferencing tools before important meetings and provide clear joining instructions to all participants. Have a backup communication plan in case technical problems arise, such as a conference call number or alternative meeting platform.

Leveraging Mobile Capabilities

In the fast-paced construction industry, the ability to manage meetings on the go provides significant advantages. Procore's mobile functionality extends meeting management beyond the office.

The Procore mobile app allows project managers and team members to access meeting information from anywhere, whether they're on a job site, traveling between locations, or working remotely. This flexibility ensures that important updates and changes to meeting details are never missed, even when you're away from your desk. The app provides notifications for meeting invitations, updates to agenda items, and newly assigned action items.

Field teams particularly benefit from mobile access to meeting information. Superintendents and foremen can review meeting minutes and check their assigned tasks without returning to the job trailer or office. They can also capture photos or notes in the field and attach them directly to meeting items, providing real-time updates on progress or issues.

When preparing for site walks or inspections, having meeting agendas and previous action items available on mobile devices helps keep discussions focused and productive. Team members can reference past decisions and commitments directly from their phones or tablets, eliminating the need for printed documents that can be damaged or lost on busy construction sites.

Real-World Application Example

To illustrate how Procore's meeting tools work in practice, consider this example of a weekly construction progress meeting for a commercial building project.

A project manager overseeing a multi-story office building needs to coordinate weekly meetings with contractors, architects, engineers, and the client representative. Using Procore, she creates a meeting titled "Weekly Progress Meeting – North Tower Project" scheduled for Monday morning at 9:00 AM. She selects the appropriate timezone and indicates that the meeting will take place in the job site trailer, with a Microsoft Teams link provided for remote participants.

In the meeting overview, she explains that the team will review construction progress, address any safety concerns, discuss material deliveries, and plan the upcoming week's activities. She attaches the updated project schedule, recent site photos, and the previous week's meeting minutes for reference. She then adds all key stakeholders to the attendee list, including the general contractor, subcontractor representatives, the design team, and client representatives.

For the agenda, she creates four main categories:

• Project Schedule and Progress
• Safety and Quality Control
• Material Deliveries and Logistics
• Coordination and RFIs

Under each category, she adds specific items that need discussion. For example, under "Project Schedule and Progress," she includes items like "Foundation completion timeline," "Structural steel erection progress," and "Weather impact assessment." For each item, she assigns the appropriate team member who will lead that discussion.

During the meeting, she switches to minutes mode and documents discussions, decisions, and action items. When the structural engineer reports delays in steel fabrication, she creates an action item assigned to the procurement manager to follow up with the supplier by Wednesday. After the meeting, she finalizes the minutes and shares them with all attendees through Procore, ensuring everyone has a record of what was discussed and what actions they need to take before the next meeting.

Start Creating Effective Procore Meetings Today

Creating meetings in Procore transforms what could be tedious administrative work into a streamlined process that enhances project communication and accountability. The platform's comprehensive features support every aspect of meeting management, from initial planning through follow-up and action tracking.

By following the steps outlined in this guide, you can quickly master the process of creating and managing meetings in Procore. Start with simple meetings to familiarize yourself with the interface, then gradually incorporate more advanced features as your comfort level increases. Take advantage of Procore's training resources and documentation to deepen your understanding of specific features that might benefit your particular project needs.

Remember that effective meetings combine good technology with good practices. Even the best digital tools require thoughtful preparation, active facilitation, and consistent follow-up to deliver real value. As you become more proficient with Procore's meeting tools, you'll discover opportunities to customize your approach to match your team's specific communication style and project requirements.

Implementing these strategies will not only improve your meetings but will also enhance overall project communication, reduce misunderstandings, and keep your team aligned on priorities and responsibilities. In today's complex construction environment, this level of coordination can make the difference between projects that struggle and those that succeed.