Holding
Successful
Meetings |
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Advance preparation and planning ensure successful and productive association
meetings. Organizers should strive to make meetings orderly and business-like,
but avoid excessive formality as it can intimidate members and discourage
attendance.
Organized meetings set the tone for all future board work. Board
members come away from these meetings knowing they have performed
their duties with confidence about how to proceed on future projects.
Here are just a few tips to help the association president run
an effective board meeting.
- Publicize the meeting in advance. Notify
the members in advance through the newsletter, e-mail, snail
mail, or announcements posted in the common areas.
- Give board packets detailing topics to be discussed
to the directors in advance. Send such information
at least one week prior to any board meeting. By giving the
board plenty of time to review pertinent material, they can
make informed decisions at the meeting.
- When possible, always conduct the meeting at the same
place and time. The place and time at which the board
conducts the meeting will greatly influence the directors'
productivity. Evening meetings work well for many associations,
since both working and nonworking members can attend easily.
However, some board members and managers claim they accomplish
more at early morning meetings where there can be less distraction
and more focus. The meeting place should be easily accessible,
well lit, and comfortable in temperature.
- Begin with an agenda and allot specific time periods
for each matter of discussion. The agenda is the core
of every effective board meeting. An agenda expedites meeting
business and usually addresses a monthly financial report as
well as committee and manager reports. The Secretary or President
of the association should post the agenda on a bulletin board
or other common area where members are likely to read it or
perhaps send it out electronically. Understanding association
issues encourages members to attend board meetings.
- Use the agenda to set goals. Outline board
meeting goals or objectives in the agenda. These may include
future business and actions being proposed. For example, the
board president may set goals to:
- hear comments from the homeowners
- dispatch old business
- consider new business
- take final action on a contract
- consider tax and personnel issues
- Avoid surprises. Surprises at a board meeting
can be embarrassing and disheartening to both the directors and
the members. To avoid unpleasant surprises, contact key members
before the meeting to inquire about any potential problems and
to start the resolution process early. This call will also remind
other board members of their responsibilities so they too can
better prepare. Reports to be discussed should be in writing
and always given to board members a few days prior to the scheduled
meeting.
- While never inviting it, always be prepared for controversy. If
the board is addressing a controversial topic, it should plan
to discuss it toward the end of the agenda. This way, other routine
business can be promptly concluded which allows for those observers
with concluded business to depart whenever they prefer.
Remember, time is precious for volunteers of any association.
Proper planning can assure efficient and productive meetings for
those who give so freely for the betterment of their community.
Linda
A. Bartel, AMS®, LSM®, PCAM®
Principal Management Group of Houston
Houston, TX
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