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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

meeting.

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

for approval.

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

your meeting.

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

association leaders.

Question: Why do residents love your association?

Email your response to abarzak@cpscolumbus.com.

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