MAKING MEETINGS Meaningful & Effective


— By Hilary Bublitz, CMCA, AMS — T #1


here is nothing worse than wasting time in a meeting that lacks purpose. In community associations, we often


work with volunteers. It is essential to take steps to ensure that meetings are well-planned and purposeful so we can be respectful of our volunteers’ time and efficient with our own. With planning and proper follow-up, you can ensure that your meetings are meaningful and effective.


Step One – Prepare the Agenda Like anything in life, if you fail to prepare, you are


preparing to fail. Ensure your meetings are efficient and meaningful by taking the time to prepare the agenda and send it to attendees a few days in advance, so they have time to prepare for the meeting.


Like anything in life, if you fail to prepare, you are preparing to fail.


Dividing the agenda into regular sections helps your board members, committee members, and residents anticipate the flow of the meeting. When your meeting attendees know there is a specific time for their questions or input during the meeting, they will be less likely to interrupt or try to skip ahead. Some standard sections are:


30 Community Associations Journal | November–December 2021 Standard Agenda Sections


` Call to Order ` Resident Questions and Comments ` Approval of Prior Minutes ` Reports » Manager » Treasurer » Special Project, etc.


` Old Business ` New Business ` General Discussion and Committee Questions ` Adjourn


It is a good idea to start the agenda for the next month’s meeting, during the current month’s meeting.


If this is a regularly scheduled meeting, go back to the minutes of the last session, are there items that need to be carried forward into the current month’s agenda? If so, add those items to the Old Business section. Are there new issues requiring direction or approval from the board or committee? Add those items to the New Business section. It is a good idea to start the agenda for the next month’s meeting, during the current month’s meeting. That way, if any member brings up a topic that is not on the agenda,


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