Condo board meetings are essential for all Edmonton and Calgary condo corporations. They provide an opportunity for board members to discuss important issues, make decisions, and set goals for the community. However, without proper planning and execution, these meetings can become disorganized and unproductive. Here are some steps to help you conduct effective condo board meetings:
1. Develop an Agenda
The agenda is the roadmap for the meeting, and it should be developed in advance. Consider what issues need to be discussed, what decisions need to be made, and what information needs to be shared. Distribute the agenda to all board members before the meeting so that they can come prepared.
2. Stick to the Agenda
Once the meeting begins, it’s important to stay on track. Encourage board members to stay focused and avoid tangents. If a new issue arises that is not on the agenda, table it for discussion at a future meeting.
3. Establish Meeting Rules
Establishing meeting rules can help ensure that the meeting runs smoothly. For example, establish rules about speaking time limits, how to make a motion, and how to handle conflicts. Enforce these rules consistently.
4. Encourage Participation
All board members should be encouraged to participate in the meeting. Encourage those who are less vocal to speak up and share their thoughts. Ensure that everyone has an opportunity to speak, and avoid allowing one person to dominate the conversation.
5. Keep Minutes
The minutes are the official record of the meeting, and they should be taken and distributed to all board members after the meeting. The minutes should include the date, time, and location of the meeting, as well as a list of attendees, the agenda, any decisions made, and any action items.
6. Follow Up
After the meeting, ensure that all action items are assigned and that deadlines are set. Follow up on these action items at the next meeting to ensure that progress is being made.
7. Evaluate the Meeting
After the meeting, evaluate how it went. What worked well? What could be improved? Use this feedback to make changes for future meetings.
Ultimately, conducting effective condo board meetings takes planning, focus, and collaboration. By following these steps, you can ensure that your meetings are productive, efficient, and help to move your community forward.
Have other questions about condo board meetings or Condo Management? Feel free to send us a message or request a free proposal to see why Edmonton and Calgary condo boards choose Pivotal Property Management.