Improving Meeting Effectiveness A Meeting of the Minds

Maybe your child got in trouble at school, the dog had an accident on the carpet or a disgruntled call was received from a difficult client; whatever the reason, there are times when the last thing a condo board member or resident wants to do is to attend a board meeting. 

Lack of enthusiasm doesn't make these meetings any less crucial and necessary, however, nor does it mean that community members who halfheartedly drag themselves to the common room to conduct association business won't find the energy to squabble, hurl insults, and derail the proceedings once they get there. 

That being the case, it often falls to the property manager or the managing agent to keep things civil and the proceedings moving forward. Here are a few ideas to help make meetings as painless and productive as possible. 

What Are We Doing Here? 

A big first step toward maintaining order and giving structure to any meeting, whether it's a board-only session or an annual gathering of everyone in the building, is to put the meeting's goals and objectives in writing. 

“Meetings can often get off track when there is not a clear posted agenda for the meeting.  A detailed meeting agenda should be posted in advance of the meeting detailing the items that will be discussed,” says Christopher Murphy, a senior property manager based in New Jersey. “Items not included on the agenda should be tabled for later discussion.  Additionally, promptly distributing approved meeting minutes of previous meetings can help to prevent redundant issues being brought up.”

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Comments

  • I am a new board member at the last meeting 2 board members out of 4 members voted no to accept the minutes of last meeting (quorum present 4 out of 6 members present) board member called board member who was not at meeting to break tie and then skip items on agenda to only other item that needed vote, member voted then hung up meeting proceeded, was told by management we were allowed to vote by phone then ratify at next meeting same with e-mail voting, I can see how items are going to be voted on at meetings in the future.