There is a lot written about the mechanics of meetings, like notice requirement, quorums, using parliamentary procedure, delivering committee reports and handling open forums. Our experience shows three practical techniques to create an effective meeting.

• Guide, not control the meeting, by sticking to the agenda and limiting ancillary discussion of topics. Schedule time allotments for each item and establish the time for adjournment. This sets the expectation of a business-like meeting.
• When an item not on the agenda is brought up, take adequate time to understand its ramifications. Don’t make a snap decision. Homeowners will understand the board’s need to defer resolving a new problem to the next meeting.
• Prepare well and think through the content ahead of time. Get updates on all projects and issues and make sure formal reports are ready to deliver. It is much better to be prepared to answer questions with current details in order to set a positive tone with homeowners.

Sentry Management is a full-service community management company. Sentry’s business is the day-to-day operation of communities, homeowner associations, and condominiums. Sentry is accredited as an AMO® (Accredited Management Organization) by the Institute of Real Estate Management, providing an independent evaluation that Sentry has one of the highest operating and financial standards in the industry. View our full list of services here: http://www.sentrymgt.com/for-association-boards/services/.