Serving on a condo board is not an easy thing to do. Often, there is so much work to do that members feel as though serving on the board is a full-time job. This is unacceptable, especially given the members' other career committments.
Any kind of disorganization is a bad sign for condo associations. The lack of a proper structure can result in a lot of wasted time and energy; not to mention the fact that many of the meetings' goals will be left unachieved.
Implementing a framework for all board meetings will ensure that the maximum amount of work is accomplished each time the board convenes, while doing away with a lot of the confusion that can plague these meetings.
1. You can't tackle every problem in a single meeting. Focus on a realistic amount of matters each session to give each issue equal time. If possible, print out a copy of each meeting's agenda for members to look at to ensure the meeting stays on track.
2. Set a time to begin and end. No one wants to be there all night. If you don't cover everything that evening, set it aside for the next meeting. This prevents burn out, and helps keep the meeting on track.
3. Take turns when speaking. This is a rule (most of us learned in kindergarten) that many adults seem to have forgotten. It is never productive to speak over someone in a meeting; it just creates more disorder. Each member should have equal time to speak about matters pertinent to the association's responsibilities.
4. Make sure that someone is keeping track of the minutes of each meeting. It is very important to have a record of what was previously discussed. This is usually the job of a secretary, who is in charge of keeping track of all issues that were brought up and the results of votes taken in each session.
5. Come prepared with updates on previous issues or any pending actions. This is usually the job of a President, who can contextualize the actions of an association and give them direct feedback.
6. Beware of the harbinger of conflict: gossip. Board meetings are not the time to talk behind the backs of other tenants. Keep the conversation focused and on topic, and you will be much better off.
These tips are sure to help your condo board meeting stay prolific and productive.