It can be frustrating to be part of a meeting that’s disorganized and seems to go on and on. It’s not difficult to run an effective HOA meeting – all you need to do is follow these simple guidelines:
Make sure you have a plan. The last thing you need is to call everyone together and then fumble through the meeting. If you’re not organized and on point, you’re likely to waste time.
Have a minute-by-minute agenda, which will keep the meeting moving and on topic. This keeps meetings from running too long, and having a specific time listed for each item encourages people to better utilize the allotted time.
Make sure the meeting is informative, detail-oriented and interesting. Try to start out on a positive note, which makes members more inclined to attend. For instance, if you’ve met certain goals or finished specific projects, address that first. If possible use photos in your presentation to show progress or completion of a project.
Provide members information pertinent to the agenda. Include materials and data in order to make the best possible decisions.
Be aware of your environment. It’s always best to meet in a professional setting not at someone’s house. Board meetings should take place at a neutral location like the HOA clubhouse or the management company conference room.
Avoid a party-like atmosphere. Don’t turn board meetings into social affairs. You’re there to take care of business, not talk about last night’s football game or your kids’ birthday party. Business first, socializing afterward.
Remember, your HOA board meeting is a business function, so treat it as such. Be prepared, don’t stray from the agenda and make it interesting. Trust us, your meetings will be more productive – and participation will improve!