Meetings, decisions & actions
Prepare for your next meeting with the decisions, open questions and dates that matter to your role. YPA keeps them linked to the original record, so you can recover the context and work on a brief privately before deciding what to share.
How this helps a contractor
For a contractor, this recovers the decisions, promises, unanswered questions and dates that affect the work. Invited project participants can contribute or receive the agreed project record, while each person’s private preparation and professional authority remain separate.
Start with the contractor’s project question and the records already available. Each participant’s private questions and drafts remain separate from shared project records. At setup, we agree the invited collaborators, information and recipients that help the contractor move the work. How personal support and collaboration work. See the contractor questions YPA helps answer.
What YPA does
- Helps you prepare from the records you have — Share the minutes or transcript you are authorised to use, then ask what needs your attention. A personal voice note or working thought stays within its agreed audience; confirm when you want it added to the shared project record.
- Summarises what matters — YPA draws out decisions, actions, people and dates in plain language. Unclear wording or a missing owner stays visible for your review.
- Keeps a dated decisions record — Each decision or promise links back to the minutes or message. A proposed action is kept separate from something the other person has agreed to do.
- Answers the follow-up question — Ask “what did we agree about the cladding?” in WhatsApp or email. YPA returns the decision and its source reference, and says when a price or approval is not on file.
- Connects the related work — An answered information request, instructed change or promised date can update the relevant control sheet. Recording a discussion does not itself establish contractual authority or acceptance.
- Prepares what comes next — Ask for a summary for your team or a draft confirmation to the responsible project participant. You review and send it. Outstanding actions feed your weekly email and timely material alerts.
Start with what you have. Share minutes, transcripts or voice-note summaries, the participant list and their roles, action dates, follow-up replies and any linked instructions or drawings. If there are no formal minutes, start with your own account and confirm the important decisions.
YPA creates and maintains the sheet from your records. Its entries are marked system-generated, yours to verify. Review and edit at any time. Drafts come to you; you check and send them yourself.
How it actually runs
- Capture the discussion in the format you already use.
- Separate decisions, promises, questions and proposed next steps.
- Confirm the people, dates and authority that matter.
- Link follow-up evidence and close an action when its outcome is supported.
Where it usually goes wrong
- A proposed action is treated as a promise someone has already accepted.
- The summary loses the source wording or omits a disagreement.
- A decision without a price is treated as an agreed variation value.
- No reply is taken as acceptance or proof that the action was completed.
What a YPA sheet looks like
One row per decision or action keeps what was said, who was involved, its source and the relevant date. Proposed follow-ups stay marked for review. Scroll horizontally to inspect the complete record.
| Date | What was agreed / promised | Responsible / Named Person | Source Record | Action / Promised Date | Status |
|---|---|---|---|---|---|
| 2026-08-12 | Roof flashing detail confirmed — RFI-034 | Engineer | R-C-212 Rev C / email | 2026-08-12 | Closed |
| 2026-08-28 | Lintel detail to follow — RFI-035 | Engineer | Email / RFI-035 | 2026-09-05 | Overdue |
| 2026-09-03 | Cladding finish instructed — VI 07 | Agent | Meeting No 47 · item 1.2 | 2026-09-03 | Closed |
| 2026-09-03 | Certificate 12 due 24 September | Agent | Meeting No 47 · item 1.3 | 2026-09-24 | Open |
| 2026-09-04 | Additional stone return to be reviewed; cost not agreed | Contractor | Site photo + voice note / SI-008 | 2026-09-07 | Open |
| 2026-09-04 | Proposed: ask QS to review cladding return cost | Contractor | Draft request — user review required | 2026-09-07 | Draft for review |
What you can do today
- Send the minutes or a short voice note while the context is fresh.
- Confirm important decisions and dates with the responsible people.
- Forward the reply or completion evidence so the record can be updated.
Want the full picture?
Your personal project assistant in WhatsApp and email. Start with one question, on your own or with collaborators whose access is agreed individually. Each participant has a private conversation with YPA. YPA is available through application, with the project scope, service and price agreed before you start.
This guide is general information, not legal advice. What makes an agreement or instruction binding comes from your signed contract and the applicable law — always check the contract before acting. YPA helps you record, track and draft; it doesn't give legal opinions.