3 Proven Steps to Run HOA and Condo Meetings

We’ve all been there, checking our watches to see how much longer before the meeting finally ends. HOA meetings can go on and on without going anywhere, leaving the board members worn out and residents frustrated.

But that doesn’t mean you can’t change things around.

Very few people are professionally trained to manage their HOA, so it’s no surprise that many board members describe their meetings as controlled chaos. But with a little structure and preparation, you can transform these meetings into productive sessions that foster clarity and collaboration. Here are three simple steps to help you lead successful HOA board meetings.

Productive HOA Meetings in 3 Simple Steps

It is as easy as these three simple steps to make your HOA meetings as productive as can be.

Step 1: Prepare a Well-Organized Agenda

Before the meeting even begins, take the time to put together an agenda that outlines everything you plan to cover. If you share this agenda in advance, it will help set expectations, and everyone can come to the meeting prepared. With a structured agenda, you can keep the discussion focused and prevent the members from wandering off.

What to Include:

• Old business: Updates on ongoing projects or follow-ups on previous decisions
• New business: Introduction of proposals for new initiatives or addressing recent concerns
• Committee reports: Updates from different committees (e.g., the landscaping or social events)
• Financial updates: Review of financial statement, cash flow, and financial projections based on the reserve study.

Step 2: Set a Time Limit for Each Topic

It is very important to keep the meeting on track; if you’re not too careful, those long-winded discussions can drain energy and lead to off-track conversations. Therefore, it is very important to keep your meetings efficient and engaging. To do that, you can establish clear time limits for each agenda item. You may also appoint a timekeeper who can help ensure the conversation stays on schedule. With this simple step, you can encourage focused discussion and avoid endless debates that go in circles.

• Review Governing Documents: Start by checking your HOA’s bylaws & CC&Rs to align your meeting format with the required procedures.
• • Use Solume Assistant: Concerned you don’t know what your Bylaws say about how meetings should be run? Use Solume Assistant and leverage AI to identify what should or must be included in your meetings.
• Allocate Specific Times: Assign a set amount of time for each item so that the meeting goes smoothly and you don’t miss anything.
• Stick to the Schedule: When you respect these limits, it will not only boost productivity but also reinforce a professional tone during the more challenging discussions.

Step 3: Encourage Open Communication and Participation

Often, when there is frustration within the community, it’s because there isn’t clarity in communication. People presume and start rumors when there is an information vacuum.

Moreover, it is important to establish a simple code of conduct to ensure that all interactions remain respectful. So encourage both board members and homeowners to participate actively and respectfully.

• Set Clear Ground Rules: Before the meetings start, define expectations for respectful communication.
• Engage Attendees: It would be a great idea to offer dedicated time for homeowners to ask questions or share concerns. This can help clear up any confusion and even build goodwill. Sometimes, boards dread this part of meetings because homeowners may complain or express frustration, often stemming from not having all the information. To address this, make it a priority to provide clear, detailed explanations for board decisions.
• Collaborate on Solutions: When addressing complaints, ask for volunteers to help solve the issue. For instance, if a homeowner is upset about landscaping quality, you might say, “It sounds like this is important to you. Would you be willing to work with the landscaping committee to explore solutions?” Using collaborative language helps diffuse tension and engages the community in problem-solving.
• Summarize Key Actions: At the meeting’s end, review the decisions made and outline the next steps to ensure everyone is on the same page.

HOA Meeting Checklist

We know you need help, and we’re here to offer it! Here is a detailed checklist designed specifically to help you run effective and productive HOA meetings.

Before the Meeting

• Review your HOA’s bylaws, CC&Rs, and governing documents.
• Set the meeting date and time, considering board and resident availability.
• Send meeting notices with date, time, location, and draft agenda on time.
• Prepare an agenda covering old business, new business, committee reports, financial updates, and resident forums.
• Gather all supporting documents like reports, contracts, and bids.
• Set up the meeting space (or test your virtual platform) and ensure the necessary equipment is ready.
• Ensure board members review the agenda and supporting documents.

During the Meeting

• Start the meeting on time and briefly review the agenda.
• Establish ground rules for respectful communication and time limits.
• Appoint a timekeeper to ensure each agenda item stays on track.
• Facilitate open discussion and encourage participation from board members and residents.
• Redirect off-topic or heated discussions and table issues as needed.
• Summarize decisions and assign clear action items with deadlines for each agenda item.
• End the meeting on schedule.

After the Meeting

• Draft detailed meeting minutes, including date, attendees, discussions, decisions, and action items.
• Distribute the meeting minutes promptly to board members and residents.
• Follow up on action items to ensure tasks are completed by their deadlines.
• Communicate key meeting outcomes to residents who couldn’t attend.
• Periodically review the meeting process and gather feedback for improvements.
• Utilize meeting management software and video conferencing tools as needed.
• Maintain a resident portal for sharing meeting minutes, financial reports, and other important documents.

How Can Technology Help With Board Meetings

Technology offers powerful tools to boost efficiency and engagement in HOA meetings. Solume, for example, streamlines key meeting processes:

• Effortless Agenda Management: Create and distribute agendas quickly and easily, ensuring everyone is on the same page.
• Centralized Document Hub: Access all meeting-related documents (minutes, reports, proposals) in one secure location.
• Simplified Communication: Send meeting notices, reminders, and follow-ups effortlessly. Engage residents with built-in forums and surveys.
• Enhanced Resident Access: Provide residents with easy access to meeting information and documents through a dedicated portal.
• Increased Overall Efficiency: Save time and focus on community priorities through automation and simplified workflows.

By implementing these three steps, you can run HOA meetings that actually work! You'll be surprised to see how quickly you shift from burnout to a thriving board. Remember, effective meetings lead to stronger relationships, better decision-making, and a more engaged community.

However, if you continue with outdated management practices, you risk perpetuating an atmosphere of confusion. Board member burnout can lead to community distrust, weakening the very fabric of your organization.

At Solume, we’ve partnered with countless property managers and board members just like you. That’s why we offer solutions that streamline communication and automate tedious tasks, giving you back valuable time to dedicate to what matters most – your community.

Ready to take your HOA meeting to the next level? Experience the difference with Solume software that supports effective processes. Schedule a demo today and see for yourself how we can empower your community.