The legal validity of the construction meeting according to VOB
Many underestimate the legal implications of a construction meeting. Oral agreements or deadlines recorded in the minutes can be interpreted as binding interim deadlines, as a ruling by the OLG Stuttgart demonstrates. A delay can already justify an extraordinary termination of the construction contract. Participation in the construction meeting is so fundamental that repeated absences can even lead to exclusion from future public tenders. Therefore, comprehensive and reliable documentation is not merely a formality, but a necessity for risk minimization. The Construction Contract Procedures (VOB) forms the central framework that is supposed to ensure transparency and legal compliance. Clean documentation within the VOB construction meeting is therefore your most important security instrument. Without it, a dangerous gray area arises, which can be costly in case of disputes.
Increase efficiency through structured preparation and execution
Unstructured meetings are one of the biggest time wasters in construction project management. A study shows that executives spend up to 15% of their working time in meetings, 71% of which are perceived as unproductive. A well-defined agenda provided to all participants in advance can increase efficiency by over 50%. This way, everyone can prepare, and the meeting itself focuses on decisions instead of searching for information. An effective checklist for the construction meeting helps to ensure that no important point is forgotten. The following points are crucial for efficient execution:
- Define a clear goal for the meeting.
- Send a detailed agenda to all participants at least 24 hours in advance.
- Establish and adhere to a fixed timeframe for each agenda item.
- Limit the number of participants to the truly necessary decision-makers.
- Record results and tasks directly with responsibilities and deadlines.
Digital tools can significantly simplify this process by automating the creation and distribution of the agenda. Good preparation is the foundation for a short and targeted construction meeting.
The minutes: Evidence and task list in one
The construction meeting minutes are much more than just a record; it’s a legally relevant document. In case of disputes, it serves as evidence to prove agreements made and deadlines set. Although there is no legal standard for the content, practical standards have emerged. A complete record of a construction meeting should always include project data, participants, the agenda, and especially the results and decisions. The precise formulation of tasks is particularly important: Who does what by when? This clear assignment prevents misunderstandings and creates binding commitments. The manual creation and distribution of these minutes often costs several hours per week. The true value of minutes lies in its function as a central control tool that makes the project progress transparent. Transforming what has been discussed into concrete to-do lists is a critical step that is often neglected.
Valoon: Automate documentation via WhatsApp
Imagine your construction protocol is created automatically while your construction meeting is still ongoing. That’s exactly what Valoon does by combining the simplicity of WhatsApp with the requirements of legally secure construction documentation. Instead of manually transferring notes into Excel lists or Word templates, participants can simply send information, photos, and voice messages into a WhatsApp group. Valoon automatically captures, structures, and archives this data securely in the cloud. The system generates a clean PDF protocol at the push of a button, meeting all legal requirements. This reduces the administrative effort for protocol creation by up to 70%. Acceptance in the team is immediate, as 98% of craftsmen already use WhatsApp daily. There’s no new app to learn and no training required. Thus, documentation transforms from a cumbersome obligation into an easy, everyday process.
Digital construction meeting for seamless communication
One of the biggest challenges on construction sites are communication silos and language barriers. Important information from the digital construction meeting often reaches workers on-site too late or not at all. Valoon closes this gap. Since all communication takes place via WhatsApp, everyone involved—from the office to the construction site—has the same information. An integrated live translation feature for over 20 languages ensures that even international teams can communicate accurately. This reduces misunderstandings by an impressive 40%. Every instruction and every approval is instantly visible to everyone and documented. The use of a construction meeting app, based on a well-known messenger, overcomes the acceptance barriers often found with complex construction software. This effectively implements the importance of communication in construction in practice.
Effective task tracking directly from the meeting
A successful construction meeting does not end with the minutes, but with the implementation of the agreed measures. The biggest weakness of manual minutes is the lack of connection to an active task management system. With Valoon, tasks are derived directly from the communication and assigned. A simple voice message like “@Peter, please fix the discrepancy in the window reveal by Friday” is automatically converted into a task for Peter, including a deadline and photo documentation. The status of each task can be transparently tracked at any time. This improves the implementation rate of resolutions by over 80%. The task tracking on the construction site shifts from reactive control to a proactive steering element. Rather than hunting for open points in endless lists, the system provides automatic tracking. This ensures that actions follow words.
Conclusion: Your advantage with Valoon
Optimizing your construction meeting through digitalization is not a luxury, but a decisive competitive advantage. Valoon offers you the simplest solution to combine efficiency, legal certainty, and transparency. You save up to 10 hours a week in administrative effort, reduce your legal risks through comprehensive documentation, and improve communication throughout the team. The use of WhatsApp as a basis guarantees 100% acceptance without training. Put an end to paper chaos and unproductive meetings. Manage your projects simply, securely, and efficiently. Use a protocol software for the construction meeting, that really works. Book your free demo now and see for yourself.
More Links
Wikipedia explains the concept of evidence preservation, which is relevant for documenting conditions and defects.
Das Federal Statistical Office (Destatis) discusses the potential for digitalization in construction activity statistics, which indirectly relates to data collection and analysis in construction projects.
Der Central Association of the German Construction Industry addresses its positions on digitalization in the construction sector.
de.digital, an initiative of the Federal Ministry for Economic Affairs and Climate Action, presents the Digitalization Index for Germany, which provides insights into the progress of digitalization in various sectors.
Der Main Association of the German Construction Industry analyzes productivity in the primary construction industry and provides insights into factors influencing efficiency.
McKinsey & Company addresses a study on stagnant productivity in the German construction sector.
Das Fraunhofer IESE describes a study on digitalization in the construction industry.
WEKA MEDIA offers information and templates for acceptance protocols according to VOB (Construction Contract Procedures).
Rödl & Partner discusses contractual agreements regarding the documentation of construction services in the real estate sector.
FAQ
How can Valoon increase the legal certainty of my construction meeting?
Valoon automatically and immutably documents all communication, including photos, voice messages, and text, in the cloud. This generates a PDF protocol with a timestamp. This creates a reliable documentation of all agreements and decisions that stands up in court.
Do my employees need to install a new app?
No. Valoon operates entirely through WhatsApp, an app almost everyone has on their smartphone and uses daily. No additional installation or training is required, ensuring immediate acceptance across the team.
Is communication via WhatsApp a data protection issue?
Valoon solves this problem. Data is not stored on personal devices but is directly transferred from the WhatsApp interface to our secure, GDPR-compliant cloud in Germany and archived there. This allows you to utilize the simplicity of WhatsApp without violating data protection regulations.
What does Valoon cost for the workers on-site?
For on-site workers communicating via WhatsApp, Valoon is completely free. Costs are only incurred for users in the office who use the web application for management, evaluation, and protocol creation. This pricing model significantly lowers the entry barrier.
Can I also track tasks with Valoon?
Yes. You can assign tasks directly in WhatsApp via voice or text message. Valoon automatically converts this into a task and tracks the status. This ensures that the points agreed upon in the construction meeting are also implemented.
How quickly can I start with Valoon?
Setting up a project in Valoon takes less than 15 minutes. After a brief online demo, you can get started immediately and digitally document your first construction meeting with legal certainty.
