How to run an effective condo board meeting

Condo Board members are volunteers. They dedicate their personal time because they care about their community, property value, and quality of life. We’re here to support them in running their condo community without all the hassle.

That’s why it’s important to lead meetings effectively.

Want to know our secrets to effective meetings? Here are a few key tips to help you run an effective condo board meeting:

✅ Start with a Clear Agenda

Prepare and distribute the agenda well before the meeting. Include topics, discussion points, and allotted times for each item. This helps keep the meeting organized and focused.

“Begin with the end in mind.” Stephen R. Covey in his book, The 7 Habits of Highly Effective People

✅ Know Your Goal

Every meeting should have a clear objective. Whether it’s approving the annual budget, discussing maintenance projects, or updating bylaws, keep the main goal in sight to maintain direction and purpose.

“Efficiency is doing things right; effectiveness is doing the right things” – Peter F. Drucker in his book, The Effective Executive

✅ Decide Together

Board meetings are collaborative decision-making spaces. Encourage open dialogue and ensure every member feels their voice is heard. This promotes a healthy decision-making process where resolutions are reached collectively.

“None of us is as smart as all of us” Ken Blanchard in his book, High Five!

✅ Keep It Short and Sweet

Respect everyone’s time by sticking to the planned agenda and timeline. This makes sure you talk about everything important without wasting anyone’s time. It also prevents meeting fatigue, making sure decisions are made efficiently and effectively.

“Efficiency is smarter, not harder. It’s not about squeezing time—it’s about using time wisely.” – Tiffany Dufu, author of Drop the Ball: Achieving More by Doing Less

✅ Break Bigger Tasks into Smaller Action Steps

For complex board decisions or projects, break them down into actionable steps that can be completed incrementally. This method reduces overwhelm and increases the likelihood of completion.

✅ Establish Communication Channels

Establish a clear communication channel for all board members to report progress, ask questions, and provide updates on their tasks. This could be a dedicated email thread, a group chat (we use WhatsApp with our teams), or regular check-in calls.

✅ De-Brief After the Meeting

Write down what was decided and what everyone needs to do next. Clear communication post-meeting ensures that everyone knows their responsibilities and next steps. The outcomes and responsibilities you define in your meetings should aim to meaningfully impact your community.

✅ Keep Track of Tasks

Digital tools like ClickUp, Asana, Trello, or Microsoft To-Do can be incredibly helpful for tracking tasks, setting reminders, and updating statuses in real-time — whether for your whole condo board, or just for your own use.

Ready to run your board meetings more successfully? We can help keep things on track and ensure you’re reaching your goals as a board.

Let’s talk about working together! Call or Text Sean at 780-838-3951 or email [email protected]


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