information and decisions that came from electronic communication to meeting minutes. Use a shared portal or shared email, like a Google Workspace or similar platforms, so that everyone has access to all of the information.


Brainstorming via email works very well to generate ideas for a new project or how to solve an existing problem. Ask board members to share two or three of their best ideas for solving the problem or getting a new project off the ground. This way you get many ideas, very quickly. Then share the results and finalize the decision at an upcoming meeting. You’ll get a lot done this way.


#4


Set aside 10 minutes before the scheduled start time of any in-person or virtual meeting. Use this time for checking-in, getting


reacquainted, setting up electronics, passing out materials, etc. Now you are ready to start the meeting on time.


Call the official meeting to order on time every time. Don’t wait for late-comers and don’t track down no-shows.


Call the official meeting to order on time every time. Don’t wait for late-comers and don’t track down no-shows. It isn’t fair to on time attendees and it sends the message that you don’t mind people being late or not remembering to show up. If you don’t have a quorum, cancel and reschedule the meeting. Some associations have a limit to the number of meetings someone can miss. You’ll know what works for your group.


#5


Prepare ahead of time so you can strictly follow your agenda items and their time limits. With good preparation on everyone’s part, there


will be very limited need to delay and postpone decisions because someone didn’t receive a call back or wasn’t able to locate a good resource to get the information needed. Everyone is charged with reviewing provided information and being prepared to make a decision. Agendas go out a week ahead of time. The email describes the big items that will require decisions. Any routine or special reports are sent out prior to the meeting so that any questions are emailed


back to the report author for a response. Everyone shows up prepared and ready to make decisions.


Include any non-board members who have the information or expertise that you need to resolve an issue or get a project launched and managed on the communication list. It will save you time and you’ll develop an ally for the project.


#6


Create and maintain an operations handbook.


An operations handbook provides organization members with clear direction on who is


responsible for which tasks. Such an organizational reference lets you clear the clutter and get organized for your current and future boards. A community operations handbook can provide a great source of relevant information and will, in the end, create more informed members and make the board’s life more efficient. The final handbook will help align tasks with board officer duties and support new board member transitions.


An operations handbook provides clear direction on who is responsible for tasks.


Consider arranging all organization tasks by seasons, streamlined into the proper month, with instructions for each task and identification of the proper assignee. Such detail assigns ownership and holds everyone accountable. Once a master task list is set, meetings to ask for volunteers become unnecessary because it’s already in the handbook. Assign one person to be in charge of seasonal reminders to keep everyone accountable with due dates. Consider bringing back an in-person meeting or two to collectively work on the operations handbook project, both creating the format as well as how to maintain it. Such focused workshops help to get people excited about the volunteer work they are doing to make their community a better, more efficient place to live.


#7


Get training for yourself and your board members.


Have a quick review on pertinent subjects at every board meeting. CAI has a library of


Continued On Page 16  wscai.org 15


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