Nobody likes sitting in long meetings, especially when those meetings feel like they are unproductive. HOA Board meetings have a reputation for being lengthy and inefficient, but they don’t have to be. In fact, most HOA Board meetings can be handled in an hour or less, with decisions made and action steps laid out. All it takes is a little strategy.
How to Keep Your HOA Board Meetings to an Hour or Less
Do Some Advanced Preparation
To maximize your time in the meeting, do as much advanced prep as possible. A good place to start? Look at the minutes from the last meeting, which will help you quickly identify some of the issues that need to be reopened.
Make an Agenda
Develop an organized agenda that encompasses old and new business, committee reports, action items, and some time for homeowners to address the Board. Make sure you actually stick to this agenda; if someone brings up a last-minute item that’s not on the schedule, it needs to be tabled until the next meeting.
If there are any studies, reports, or other data points you need people to review, make sure you make copies and send them out to all Board members in advance of the meeting. If possible give people a week or so to review these materials, so they can come prepared to discuss them and to make decisions.
By all means, invite homeowners to speak before the Board—but also request that they keep their remarks to two or three minutes. Also, encourage them to submit any questions or comments in advance, so that they can be worked into your meeting agenda.
Cut it Off
Before the meeting, ensure that everyone is clear on the start time and the end time. When the end time comes, call the meeting to a close—and table any unresolved business for the next meeting. Stick to the parameters you lay out in advance.
Run Your HOA Meetings with Efficiency
It may take a meeting or two to get the hang of all this, but by following these basic principles, you can keep your meetings succinct, and really get a lot done during them—and that should make everyone happy!
To learn more about effectively running an HOA Board meeting, reach out to the experts at Kuester Management Group today.