It is always a good practice to have owner, architect and contractor meetings once a week or every other week, depending on the size of the project. In these meetings outstanding items, issues, schedule, change orders, submittals etc.. need to be discussed and meeting minutes should be kept. Who runs these meetings is upto owners discretion but usually it should be the contractor. A schedule made by contractor should be discussed in detail in these meetings. The meeting minutes should be kept as detailed as possible and this serves as an official document later on.