“Great things are not done by impulse, but by a series of small things brought together.” – George Eliot
Excellence does not come about by accident. Nor is it typically the result of heroic leaps and bounds. It is usually the accumulation of incremental actions, the compounded interest earned from habits applied to what might seem to be insignificant details. Exceptionally productive meetings are no different. They don’t happen by accident. And there are several little things that can make a big difference.
Association board members are fiduciaries. The principle applies equally to large associations with multi-million dollar budgets and a 20-home HOA. Board members are taking care of other people’s stuff. That’s serious. It’s important to do good business at meetings.
Room Logistics Make a Difference
It can be a challenge to stay sharp when you are meeting in someone’s living room. This can be a challenge for communities without appropriate meeting space on site, or without easy distance of a local school, library, fire hall, or other suitable locations. The manager of one upscale condominium association told me of a client who had to aggressively recommend that they cease serving wine before meetings in the board president’s unit. The indecipherable minutes helped to make the case for her. I doubt the wine would have been an issue if the meeting wasn’t held in someone’s living room!
Once a suitable space has been identified, room setup helps to set a tone. Tables set in a “V” or “U” configuration help board members to communicate effectively. It also helps attendees to understand that it’s the board’s business meeting, not a community chat. Consider the audience. In the case of one client who holds their meetings in a very pleasant community room, I realized the location of the couches and chairs led to attendees sitting at the back of the room. Some had to turn their heads to see the board. After the first meeting, we re-arranged the furniture to bring the audience closer to the front of the room, which made it easier to follow the meeting. It looked less like a living room and more like a meeting hall, with as much of the seating faced towards the board. They still got to sit in comfy furniture, but left the meeting without cricks in their necks! This, along with adjusting the board’s seating arrangements, helped to completely change the tone of the meetings.
Members Are Important!
While the room configuration helps to establish a businesslike tone, it doesn’t need to be inhospitable for the members who have dedicated their valuable time to get involved in the community – an effort that should not go unappreciated.
One exceptional client from my management days makes a habit of asking if the meeting is the first for any attendees, whether they are new move-ins or not. They are invited to introduce themselves, and the board welcomes them warmly and introduces themselves and the management team in the front of the room. It’s an excellent way to set a tone for the meeting.
Taking the time to explain the Why to members during meetings is a small thing that helps everyone. This is where situational awareness becomes very useful. If the chair is aware of the audience and can read the room, she may pick up on disconnects and side comments. Other board members should stay engaged as well to assist and support the chair.
If someone doesn’t know why the board doesn’t allow comments from the floor throughout the meeting, find an opportune time to explain why in positive terms. Avoid emphasizing what they can’t do – help them to see how they can provide input and ask questions. Is there a hot topic on the agenda and an unusually large crowd chomping at the bit to participate in the open forum portion of the meeting? Remember some of them may be first time attendees who don’t understand the structure of the meeting. It pays to walk the group through the process up front, highlighting that time limits or other meeting management systems are in place to make sure everyone can be heard. Avoid the natural tendency for defensiveness. Embrace the dialogue. Look for opportunities to educate and communicate shared values.
Goals
All these little things can help create a space where the board can do the business of the association more effectively. It won’t always work. These days, civility and respect seem to be in increasingly short supply. In a world that seems determined to create Us vs. Them paradigms, leaders have a challenge. In reality, there is no Them. There is only Us. It is vitally important for board members to embody and promote these values. The last blog in this series will explore some final tips to help. Stay tuned!
