The Five Ps
Proper preparation prevents poor performance. Think about meetings of any type you’ve attended where the participants were well prepared. Quality discussion, good decisions, the right balance of thorough and efficient, right?
Board members are fiduciaries. They have been entrusted with taking care of association members’ assets. Their decisions can make a difference in the quality of life for everyone who lives in the community. Meetings are where decisions are made. Good performance is important. Preparation is crucial.
Are You Prepared?
Signs your board may need to focus on meeting preparation:
• “That’s covered in your Board package”
• “I’m not ready to make a decision”
• The sound of a board member ripping open his board package upon sitting down at the table.
• “Did we get that (report, proposal, memo, etc.)?”
• Endless discussion on details, possibly involving eye rolls, facepalms, and other frustrated non-verbal communication
• Pattern of last-minute additions to the meeting agenda
• Asking the same questions that were answered last month
End result: Death by meeting.
Two Sides of Preparation
Like so many other situations in community associations this can be a system issue, a performance issue, or a combination of the two. Be clear on the real problem.
System: Are those responsible for providing information in advance of the board meeting (managers, board members, committees) providing adequate data for the board to make informed decisions? Does the packaging of the information work for the participants (electronic or hard copy, visuals, analysis, the organization of data, etc.)? Does the established schedule for board package delivery give participants sufficient time to thoroughly review it?
Performance: Do participants read the board package? Are the packages delivered on time? Do the packages answer questions or raise them?
Preparation Tips
Board Members: One of the primary duties of board members is to read. If you need more time, make sure the expectation is clear. If the data does not speak to you, share how you’d like it to be presented. If you have questions about a subject, ask about it before the meeting. Make sure committee members and others who contribute to the board package are aware of the schedule for meetings and package delivery.
Managers: Board packages are your opportunity to help the board do its job and to gain respect as a professional. A bunch of proposals and memos attached to an agenda is not how a professional prepares a board package. Never throw data at your client. Review, analyze, frame, and explain. Review information with a critical eye with your client in mind, anticipate the questions they will ask and provide the answers in the package. Present information in a way that speaks to your specific client. Ask if the board needs their packages sooner.
Don’t Be Inigo’s Victim
You didn’t kill his dad. You don’t have to prepare to die. But you do need to prepare. Remember the “Five Ps” and escape death by meeting. Together, managers, committee members, and boards can create and execute a system that helps everyone to efficiently and sufficiently prepare and do great work in the service of their communities.
