you can assure them that you will add their topic to the agenda for next month. That will allow your meeting to continue without further interruption, and all committee members will have time to think about and prepare for a discussion on that topic.


#2


Step Two – Inform Meeting Attendees Take a look at the agenda items and determine


what information your committee or board will need to make decisions on. You may need to compare several bids for a project or get information about a new building material. Whatever the decision is, collect the background information your attendees need to make an informed decision and get that material to them a few days before the meeting. Providing this information in advance allows your committee or board members to prepare for the necessary discussion and decisions.


#3


Step Three – Set Clear Expectations The most important expectation to set upfront is


the starting and ending time for the meeting. When your members know that the 4 pm meeting will start at 4 pm, they will be more likely to arrive on time. If everyone knows the meeting ends at 6 pm, people will be less likely to run off-topic.


A timed agenda is a great tool to help keep discussions on track. Dedicating time for comments makes it easier for the board to transition to new topics.


A timed agenda is a great tool to help keep discussions on track. If you allow 15 minutes at the start of the meeting for resident comments, it is much easier for the board to adhere to that schedule without looking like they are cutting someone off or purposely ignoring a resident. Your committee members can also note the time set aside to discuss a specific topic and help you keep the meeting on track. You can move any remaining topics to the next meeting’s agenda if you run out of time.


If possible, solicit resident questions ahead of the meeting.


If you have a Question and Comments section, it is a great idea to let residents know upfront that you are allocating


a specific amount of time to this portion of the meeting. If possible, solicit resident questions ahead of the meeting. Let residents know that the board will address pre- submitted questions first and consider remaining questions and comments as time allows. Set ground rules that the Question and Comments session is a time for owners to voice questions, concerns, or comments that the board will consider, but the board may choose not to provide an answer or resolution to the issue during the meeting. The best way to receive a reply to a question at the meeting is for residents to pre-submit questions so the board has time to do the necessary research and prepare a response.


#4


Step Four– Stick with Your Plan You will need to work with your board president,


committee chair, and other board or committee members to ensure that you are all on the same page.


If you run out of time on a particular agenda item, you can table that discussion until the session’s end.


You all agree to stick to the planned agenda and understand that you will track and add new subjects to the next meeting’s agenda. If you run out of time on a particular agenda item, you can table that discussion until the session’s end, if you have extra time, or the next meeting.


#5


Step Five – Follow-up Nothing is more frustrating for committee


members or managers than realizing that action items and decisions from the prior meeting are incomplete. Make it your goal to send draft copies of minutes or action items to board or committee members shortly after the meeting. Highlight action items and their owner in red or yellow to help remind others (and yourself) of the to-do list.


Highlight action items and their owner in red or yellow to help remind others (and yourself) of the to-do list.


Meaningful and effective meetings do not happen by chance. The time you spend pre-planning keeps your meetings on track and ensures a meaningful and productive experience for your volunteer board and committee members.


wscai.org 31


Page 1  |  Page 2  |  Page 3  |  Page 4  |  Page 5  |  Page 6  |  Page 7  |  Page 8  |  Page 9  |  Page 10  |  Page 11  |  Page 12  |  Page 13  |  Page 14  |  Page 15  |  Page 16  |  Page 17  |  Page 18  |  Page 19  |  Page 20  |  Page 21  |  Page 22  |  Page 23  |  Page 24  |  Page 25  |  Page 26  |  Page 27  |  Page 28  |  Page 29  |  Page 30  |  Page 31  |  Page 32  |  Page 33  |  Page 34  |  Page 35  |  Page 36