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October 5, 2021
3 min read time

5 Ways to Simplify Board Meeting Preparation

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The duties of an HOA board member can sometimes feel overwhelming, and the last thing you want is to have things be more complex than they need to be. On the other hand, you want things to be as efficient as possible, and you don't want to spend hours preparing for a board meeting. You also don't want your board meeting to last hours, as it may lead to lower attendance and less representation in the community. Therefore, it's time to take a look at your board's procedures and regulations and evaluate what you can do to make your preparation and duties as efficient and straightforward as possible.

1. Take Advantage of Technology

Many associations are wary of using advanced technological strategies to handle essential functions. Still, the use of technology can provide more efficient options for multiple aspects of an HOA, making things easier for the board members and making things less expensive and more convenient for the homeowners they represent. Here are some things you can add online or digital options for the benefit of your fellow homeowners:

  • Communications
  • Paying dues
  • Storing meeting minutes
  • Copy of governing documents

2. Evaluate Your Rules

Rules are an essential part of any HOA, but having too many rules, confusing rules, or rules that are nearly impossible to enforce. Take the time to review your governing documents and see if there are any outdated regulations or missing information that should be clarified. Also, look for any unenforceable rules and take the steps necessary to remove them. While this task may be a time-consuming one when you do it, it is also sure to save you a lot of time in the long term and make the board's job much less complex.

3. Run Effective Meetings

Meetings are a critical part of an HOA's plan to bring success and prosperity to their community, but a lack of structure can turn these meetings from a tool of success to a massive waste of time. To ensure your meetings are successful, you need to plan how they will go and stick to the plan. You can visit our Top 12 Tips to Achieving the One Hour HOA Board Meeting for more information. A quick, efficient meeting can lead to faster, informed decisions, increased homeowner participation, and a better chance of quick action when it comes to urgent matters.

4. Rethink In-Person Voting Requirements

A combination of technological advancements and changes brought on by the COVID-19 pandemic have led to many HOA meetings conducted virtually instead of in person. Virtual meetings are often far more beneficial and convenient for those who attend and lead to much higher attendance rates. Review your governing documents and see if there is a way to allow for virtual voting. Modern voting technology is more secure than it ever has been, and you will save a lot of time and logistical costs by going virtual while making voting more accessible to your fellow homeowners.

5. Clear up Any Misinformation

No matter how hard you and the HOA board try, there will likely always be misunderstandings or misinformation spreading throughout the community. This misinformation can be highly damaging to the board's reputation and undermine the productivity of the HOA. Therefore, it's best to keep an open line of communication with your fellow homeowners to clear up any misinformation that may be spreading and remain as transparent as possible as an HOA board to promote trust and reliability among your community. This will allow you to focus more on the tasks at hand, save time during your upcoming board meetings, and increase the quality of life for all community members.

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