Like any other business meeting, HOA board meetings can vary from productive to headache-inducing. But you, as a board member, have the ability to steer the meeting to achieve the goals you have for the building.
The following tips are designed to help board members have productive meetings. By being efficient and effective, board members can make the best use of their time and resources.
1. Define the purpose of the meeting.
Before the meeting even begins, it is important that all attendees understand its purpose. This can be done by sending out an agenda in advance or by briefly summarizing the meeting’s goals at the beginning. Doing so will help keep everyone on track and focused throughout the discussion.
2. Start and end on time.
It is important to respect everyone’s time by starting and ending the meeting as scheduled. This will show that you value their time and that you are committed to being efficient with your own.
3. Keep discussion focused.
When multiple topics are up for discussion, it can be easy to get sidetracked. To avoid this, each topic should be given a specific amount of time to be discussed. This way, every issue can be addressed without derailing the meeting.
4. Encourage input from all attendees.
In order to make sure that everyone feels heard, it is important to encourage input from all attendees. This can be done by asking questions or soliciting feedback throughout the meeting. Doing so will help ensure that all voices are being heard and that decisions are being made with everyone’s best interests in mind.
5. Take breaks as needed.
If discussions are getting heated or if people seem to be losing focus, it may be helpful to take a break. This will give everyone a chance to regroup and come back refreshed and ready to continue the discussion.
6. Be mindful of body language.
Body language can say a lot, even when we’re not speaking. So, it’s important to be aware of the nonverbal cues you’re sending out during the meeting. Things like making eye contact, sitting up straight, and avoiding crossing your arms can send the message that you’re engaged and interested in what’s being discussed.
7. Take notes.
Keeping track of what is being discussed can be difficult, especially if there are multiple topics up for discussion. Taking notes will help you keep everything straight and will also give you something to refer back to later.
8. Follow up after the meeting.
Once the meeting is over, it’s important to follow up with any action items that were assigned. This will help ensure that tasks are getting done and that progress is being made. It’s also a good opportunity to check in with anyone who may have been absent from the meeting to make sure they’re up to speed on what was discussed.
9. Encourage feedback.
At the end of each meeting, ask if there are any suggestions on how future meetings could be more productive. This shows that you value input from all members and are always looking for ways to improve.
By following these tips, you can help ensure that your board meetings are productive and efficient. If you need more assistance in keeping up with your building’s day-to-day operations, reach out to us today to request a proposal for association management services!