At Spectrum, we recognize that all HOA board members are busy and have many other things are their plates. After all, you are volunteers who take time out of your schedules to help improve our community. That being said, we know it’s important to board members for their meetings to be as productive and efficient as possible. One of the best ways to do that is to follow some simple etiquette guidelines.
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Be On Time
Board meetings are typically packed with agenda items, presentations, and decisions. The best way to get through the meetings is to be on time so that every item is addressed and the meeting can end on time. Punctuality is a sign of courtesy to all of the other volunteers.
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Put Away Phones and Tablets
An associate volunteer who is engaged in a smart phone or tablet is definitely not engaged in the conversation. Obviously, phones and tablets may need to be used to show or look up information, but everyone present can exert some self-control and give the agenda items their undivided attention. This will go a long way to increase the effectiveness of the meeting.
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Allow Everyone to Participate
This can be difficult, especially for those in charge. It can be hard to get anything done when one person monopolizes the discussion at every point. Exercise diplomacy and tact to make sure that everyone can contribute, but also recognize how to redirect the conversation without alienating any volunteers.
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Don’t Interrupt
Give each speaker the courtesy and respect to finish their sentence or train of thought, even if you’re ready to move the conversation along. While you don’t want to interrupt, it is important to stay on schedule and stick with the agenda. If you’re not already using an agenda at your meetings, now is the time to start. Agendas can help everyone stay on schedule with the meeting and give meeting directors a legitimate reason to prevent thoughts or conversations from dragging on longer than necessary.
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Come Prepared
If there are any materials that need to be reviewed before the board meeting, take the time to review them. Think about your input beforehand and compose any questions or concerns you may have. Not coming prepared to board meetings results in wasted time and repeated conversations from the previous meeting.
These five boardroom etiquette guidelines are about as simple and direct as they can get. Even though some may already be common sense, making sure that all attendees adhere to them will have a positive impact on the way your board meetings run. For regular articles with tips for HOA board members and home owners, follow our blog. For additional information on our HOA management services, give us a call and talk with a representative today!
