HOA Board meetings can be exhausting. Marathon meetings are common for many HOA Boards, but is it necessary? According to Lumen Learning, “The span of time that the average person can focus on complex decision-making tasks without losing their clarity of thought is no longer than 50 minutes.” With that in mind, 60-90 minute meetings are the most productive. Meetings can be more effective and yield more informed decisions if done correctly. Here are the ingredients for short & sweet Board meetings.
Start on Time
Starting a meeting late sets a negative precedent. It gives the impression that you are not concerned with the attendees’ time.
Stick to the Agenda
Focus only on agenda items. Anything off-topic that may arise should be squashed if irrelevant. Relevant topics should be moved to new business and assigned to a committee. The committee will then meet at another time and report back later.
Limit Committee Reports
Most committee reports are standard and can be eliminated with a well-prepared agenda packet. An agenda packet with minutes and reports should be sent to attendees a week before the meeting. Or at least 48 hours prior. An agenda packet will give the Board ample time to review the committee reports. It will also allow a call for a vote as soon as the meeting begins.
Take Decisive Action
An item that requires further research or discussion should be assigned to a committee. Tabling a topic is not a good practice. Assign it immediately and set a due date for resolution.
Create a Task List
Tasks that need to be addressed later will come up throughout the meeting. An ongoing task list is the most efficient way to keep the meeting moving. Note the task, assign it to a committee or individual, and determine a due date for circling back.
Give Time
While a shorter meeting is the goal, every HOA must allow homeowners to weigh in on unfinished and new business. Opening the floor for comments from owners is the right thing to do. It is also the law in some states. That being said, it is appropriate to put a time limit on owner discussion. Schedule a community roundtable for another day if a topic requires more time than allotted. Invite the entire community to attend the roundtable meeting for a broader perspective.
Follow Up
It is essential for meeting follow-up to be timely and informative. The meeting minutes, task assignments, scheduled due dates, future meeting dates, and announcements should be included. Distribute the notes no more than one week following a meeting.
The number of Board volunteers is dwindling, and time-sucker meetings are the number one cause. Implementing the tactics above will help your Board conduct efficient meetings. If you need assistance with our ingredients of short & sweet Board meetings, Prism Association Management is here to help. Learn about who we are, our services, and our process, then call us at 512-676-5842.
