How to NOT Drop the Ball: Building an Effective Follow-Up Routine for Condo Boards

Imagine this: It’s a bright Thursday evening, and your condo board meeting has just wrapped up. Everyone’s excited because a plan has been set to refurbish the beloved community playground — a project that’s close to everyone’s heart.

Sam is in charge of getting quotes from contractors, and Jai has volunteered to oversee the safety checks.

Everyone leaves the meeting with smiles, confident that the playground where their own kids have played will soon be safer and more inviting.

Fast forward a few weeks and that initial enthusiasm seems to have dissolved into the air. Sam, swamped with her day job, mistakenly thought Jai was gathering the quotes, while Jai was waiting on an update from her.

This little mix-up delayed the playground project — and sowed some doubt about how well the board can get things done.

Now, with no progress to report, there’s a real sense of frustration.

It can be disheartening when tasks don’t get the follow-up attention they need. But it doesn’t have to be that way. Speak to your board about building a simple follow-up routine and encouraging a culture of support.

Here are a few tips to get you started:

Creating a routine helps get things done in your condo corporation

1. Set Specific Checkpoints

Define specific milestones or checkpoints for each task during the initial assignment. These should be clear, measurable, and time-bound. For instance, if a project involves reviewing contractor bids, set a checkpoint to discuss the bids received by a certain date.

2. Use a Shared Digital Platform

Use a shared digital task management platform like ClickUp, Trello, Asana, or Microsoft Teams where tasks can be tracked, and updates can be posted. This visibility ensures everyone is aware of the task progress and upcoming deadlines.

3. Schedule Regular Update Meetings

Organize brief, regular meetings or conference calls specifically to review the status of tasks. This keeps everyone accountable and ensures tasks are moving forward. Depending on the volume and nature of tasks, these could be weekly, bi-weekly, or monthly.

4. Automate Reminders

Set up automated email reminders or notifications through your digital platform for upcoming deadlines. This helps maintain momentum and keeps tasks top-of-mind for all involved parties.

5. Assign a Task Follow-Up Leader

Designate a board member or a property manager as the task follow-up leader. This person is responsible for checking in on task progress and ensuring that board members are meeting their deadlines.
Encourage Transparency and Open Communication:

Create a blame-free culture where team members feel comfortable reporting both progress and obstacles. Encouraging open communication helps people feel more comfortable asking for support to complete tasks on time.

6. Review Task Outcomes in AGMs or Quarterly Meetings

During larger meetings such as Annual General Meetings (AGMs) or quarterly reviews, allocate time to discuss completed tasks, learn from the outcomes, and understand how the board can improve moving forward.

By implementing a follow-up routine like this, condo boards can ensure responsibilities are met, and create a culture of teamwork and efficiency.

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