May 3, 2023

Tips for Running a Successful Community Association Meeting

Sponsored Content provided by Dave Orr - CEO, Community Association Management Services

Have you volunteered to sit on your community’s board of directors? If so, chances are you understand how exhausting meetings can get. Nevertheless, meetings are necessary to take care of the association’s business. Fortunately, solutions are available to ensure these issues don't derail future meetings or hamper progress; today, we have some tips for managing these problems as efficiently as possible! So read on for ideas on how to make your next board meeting run efficiently.

Establish Clear Rules
Establishing clear meeting rules is important to ensure everyone is on the same page. This not only goes for board members but for homeowners as well. Having a set of guidelines for association Board and membership meetings promotes order and consistency, making it easier for everyone to understand what's expected of them. By effectively communicating these guidelines, you can minimize misunderstandings and conflict. Whether it's about time limits on speaking or de-escalating a conflict, it's essential to make sure everyone is aware of the rules and follows them accordingly. By fostering a culture of compliance, you can provide a positive and harmonious meeting experience for all community members.

Provide Ample Notice
When it comes to scheduling a meeting, one of the most important factors to consider is the notice you give attendees. Providing ample notice not only demonstrates respect for their time but also increases the likelihood of their participation. With so many competing demands on our schedules, finding a time that works for everyone can be challenging, but giving people enough time to plan and make arrangements can go a long way. Whether you're using email to send meeting invites or sending them through the mail, be sure to give attendees enough time to plan to attend. Doing so will set you and your team up for a successful meeting with high attendance and engagement.

Stick to an Agenda
Meetings are essential for the progress of any community association. However, they can quickly become unproductive and frustrating if they drag on too long. One way to ensure that meetings stay on track is by sticking to an agenda. An agenda sets the tone for the meeting and ensures that everyone stays focused on achieving the desired outcome. It also helps to allocate time slots to each topic, ensuring that the meeting doesn't overrun. Following an agenda makes meetings more efficient and effective, leading to better decision-making and outcomes.

Problem-solving at HOA meetings is an important and delicate skill. Board members must keep a steady hand to ensure all parties feel heard and respected. Following adopted procedures and adhering to association meeting policies for discussion allow board members and homeowners alike to get their point across while also finding common ground - something beneficial for all involved.

Listen to Upset Owners and Remain Calm
As a board member, it's important to listen to what upset owners have to say, even if it's hard to hear. When emotions are high, staying calm can be challenging, but it's essential to do so. Empathy goes a long way in these situations. Try to put yourself in their shoes and understand where they're coming from. Sometimes, taking a break from the meeting may even be necessary to allow everyone to cool off. Remember, the goal is to find a resolution that works for everyone involved and that starts with active listening, a calm mindset, and compassion.

Offer Virtual Meeting Options
In the modern world, there are many alternative ways to hold meetings that are just as effective as traditional face-to-face ones. An increasingly popular option is to utilize online tools like Zoom or Skype. These platforms offer a range of features that can make conversations more engaging and efficient, from video conferencing to digital whiteboards. They also make it easier to reach a quorum, as owners can now participate virtually without needing to be physically present. As a result, online meetings could be the key to boosting productivity and collaboration in your community without sacrificing the convenience and flexibility that many people have come to appreciate.

About Community Association Management Services
In business for over 32 years, CAMS is North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. Additionally, CAMS was featured on Inc. Magazine’s 2022 Inc. 5000 list of the fastest-growing private companies in America. To learn more, visit www.camsmgt.com/choose-cams.

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