The 9 Keys to Efficient & Effective Board Meetings
Time is valuable, so holding efficient and effective board
meetings is important for your board members. The key
elements are preparation and organization.
1. Early Distribution of Meeting Documents: Your
manager must produce and distribute the meeting agenda
and accompanying documents to the board at least one
week in advance of the meeting. This gives all Board
members the opportunity to review the information and
contact the association manger with questions prior to the
2. Board Members Need to Review the Meeting Packet:
Each board member needs to review the meeting packet
prior to the meeting and contact the association manager
with any additions or questions. The meetings are
intended to make decisions, so it is important to get all
your clarifying questions answered in advance.
3. Establish a Leader: Generally, the President or Manager
is the best person to lead your meeting. The leader needs
to be unbiased to allow free thought from the Board and
residents, but must be disciplined to keep the meeting
moving forward and on topic.
4. Focus on Making Decisions: Board meetings are
intended for making decisions not brainstorming sessions.
Brainstorming sessions should take place between
meetings with appropriate committee members, focusing
on their suggestions and analyses. When a plan is
completed, then it can be presented at a Board meeting
5. Follow the Agenda: It is easy to veer off topic. Follow the
agenda bullet by bullet and leave room at the end of the
meeting to bring up new business that is not part of the
agenda. When new topics come up, they should be
delegated to a committee for further review if it is not ready
for a decision.
6. Clearly Define Action Steps: Be clear about action steps
and which person is responsible. This will save time
during the discussion as well at subsequent meetings and
will move projects along quicker.
7. Owner Comments are Welcome: It's perfectly
acceptable to allow owner input at your meeting. Prior to
the start of your meeting, welcome all owners and let them
know that owner comments are permitted at the end of the
meeting. Each person should be give an equal opportunity
to speak, but make sure there is a maximum amount of
time given (generally 3 min).
8. Start Action Items Immediately: Starting work on all
action steps the day after the meeting gives you an early
start and ensures that the tasks get completed quickly.
This not only stops them from continually recurring on the
meeting agenda, but also improves community and Board
moral by showing accomplishments.
9. Quickly Distribute Your Minutes: Produce and
distribute meeting minutes the day after the meeting. It is
not uncommon for agitated residents to attend Board
meetings with complaints about the Board not being
transparent. By providing the minutes, you reduce the
number of unhappy residents attending and disrupting
Following these techniques will keep your meetings moving
forward and completed within one hour so you can enjoy
more time the way you want to use it.
Leadership Alliance: Each month we ask you a
question about your association and next month reveal
statistics and tips that may be useful to you and other
Question: Why do residents love your association?
Email your response to firstname.lastname@example.org.