Best Practices for Better Board Meetings

We’ve all sat through meetings that have sucked the life right out of us. Bad meetings are simply a drag, and when you’re a condo board member, you don’t have time for that. Fortunately, there’s an easy solution to poorly planned meetings that leave you feeling drained and unaccomplished. 

Tips for Building Better Board Meetings

Effective and efficient board meetings start with a clear agenda. A good plan sets the tone for the entire meeting. Here are some areas to focus on as you work to improve the way your Chicago condo association runs its meetings. 

  • Be prepared – Attendees should know what to expect at each board meeting, so they come prepared. This makes it easier for everyone to stay on task and move through business quickly. 
  • Stay on task – Conversations can easily veer off-course. Keep everyone on task and institute time limits for agenda items. To help with structure and organization, you might consider using a system like Robert’s Rules of Order at your board meetings.
  • Welcome input – Though it may feel like you’re opening the door for a prolonged meeting, encouraging everyone to participate and ask questions is an important part of conducting a productive meeting. Often just having one open discussion about a topic can resolve an issue faster than if multiple side conversations were to occur.
  • Take notes – Your board secretary should maintain accurate notes that are kept on record for at least seven years. Meeting minutes also serve as a historical record of how long meetings lasted. Reviewing them can be a helpful way to identify areas to improve efficiency in future meetings.
  • Know when to wrap it up – To conclude your meeting, offer a concise summary and review any action items. This will leave attendees with a clear understanding of what was discussed and what to expect at the next meeting.

Running productive meetings starts with a solid plan. Set clear agendas for each meeting and encourage board members to stay on task during their presentations. You can also engage an association management company for help with board meetings and to ensure proper meeting notice has been given. 

At First Community Management, we attend all board and annual meetings and help prepare and distribute meeting documents, including agendas, management reports and election materials. To learn more about how we can help your Chicago condo association, contact us today.

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