Meeting Masters A Team Effort Moves Meetings Along Smoothly

 Disorganized and poorly-run board meetings are time-wasters that can make even  the most ardent board member cringe at the thought of an upcoming session. On  the flip side, a well-run board meeting can be a productive hour or two or  three that benefits the entire building. Here are a few tips from the  professionals for getting the most out of your meetings.  

 Preparing for the Meeting

 No one should be heading into a monthly board meeting unprepared and uninformed.  The days when the board meeting served as the primary method of disseminating  information are long gone; today rapid communication like email, smart phones  and BlackBerry devices can keep board members, residents and managers  up-to-date monthly, weekly, daily or even by the hour. So preparation for the  next meeting can begin almost as soon as the first one ends.  

 “Preparation, I believe, is paramount to the success of any board meeting both  from the managers’ perspective and from the board members perspective,” says Nancy Hastings, CEO of MAMCO Property Management in Mount Laurel. “The meeting materials should be provided to the board a week in advance and it  should be in a package that’s concise and easy for them to digest. It should also be put in the order that  it will be discussed at the meeting.”  

 Denise Lindsey, vice president of business development for Signature Property  Group in North Brunswick wholeheartedly agrees. “Preparation is paramount to a successful board meeting,” she says. “A board meeting is a working session where the board members must rely on timely  and complete information to make important decisions on behalf of the  association.”  

 “Board meeting preparation is essential to ensuring a smooth and productive  meeting,” adds Tejas Kadia, CMCA, AMS, and founder of Reliance Property Management Group  in Jersey City. “Board members and the association’s property manager should review all of the agenda items and supporting  documentation prior to the meeting to ensure the best use of everyone’s time.”  

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