A well conducted meeting is like a symphony. Using a well thought out plan, the Chair cues, directs and closes the meeting much like a conductor. Conducting successful meetings doesn't happen by chance. There is a combination of clear purpose coupled with ground rules. Here are some tips that can make your meetings like music to the ears.

Lay out the ground rules. Without ground rules, small issues become major time wasters and important matters do not receive the attention they deserve. Ground rules discourage an individual from monopolizing the meeting with personal concerns or issues previously discussed. Keep them fair and encourage a courteous and intelligent exchange. One of the best known guidelines is Robert's Rules of Order which, in essence state:

• One person may speak at a time.
• The Chair decides who that person will be.
• The speaker may speak only on the issue being considered.
• Those wishing to speak will be given an opportunity.
• Decisions require a motion, a second and a vote.
• Once voted upon, no further discussion is permitted.

Each meeting needs an agenda distributed in advance to the board members. An agenda is the meeting map so everyone knows where they are going. Without an agenda, any topic is fair game. The ability to vote intelligently on impromptu topics is limited due to lack of preparation. An agenda is critical for staying on course.

Every agenda item that requires action needs a vote. The Chair asks for a motion. Once a motion is made, another person seconds the motion and discussion follows until the board is ready to vote. The vote is then recorded in the meeting minutes either as failed, passed unanimously or passed with dissenting or abstaining directors listed by name. (Recording votes by name is particularly critical if the issue is controversial). Votes do not have to be unanimous.

Set a time frame for both the meeting and for specific topics on the agenda. A time limit focuses everyone's attention and adds to the clarity of the discussion. It also helps the Chair in preventing an aimless discussion.

The purpose of the board meeting is to transact association business. Often this is not how it works. Some view it as an opportunity to discuss unrelated issues like the sales price of some unit. These topics should be culled from discussion.

The Chair plays an important role as "The Gatekeeper". The job of the gatekeeper is to "guard" the discussion by enforcing the ground rules and maintaining order. The Chair prods the discussion along or brings it to a close when all of the facts have been identified and it is time to make a decision. The Chair must also control outbursts that disrupt the meeting.

Meetings should provide an opportunity for owners to speak, sometimes called an Open Forum. The Open Forum helps diffuse rumors and demonstrates that the board wants to communicate and receive feedback. It's great for public relations. The Open Forum happens ideally just prior to the board meeting so owners may speak and leave if they have no interest in the business portion of the meeting. Each person speaking should be limited to, say, five minutes so the each will get to the point.

In general, do not hold closed board meetings. There are a few exceptions involving discussions of litigation and other liability issues. Owners have a right to be present at business meetings (as visitors, not participants). To shut them out invites challenge. With this in mind, all business meetings should be announced to all owners in advance and held in visitor friendly locations. Holding a meeting in someone's living room where there is seating only for board members is the same as telling owners they are not welcome. Even if members don't generally attend, always leave that door open. It will make the board job much more pleasant.

Additional success tips include:

• Distribute minutes of the last meeting in advance so that they can be reviewed prior to the meeting.
• Use a degree of formality in the meeting so the mood is "businesslike".
• Principles of courtesy apply: Only one person speaks at a time. No interrupting, ridicule, sarcasm or innuendo.
• Adjourn the meeting on time.
• Follow up on action items before the next meeting.

Now, do you hear the orchestra starting to warm up? Hold on to that mental image. Conduct your meetings like a symphony and harmonious music will spread throughout your community.

For more information on this subject, see www.Regenesis.net.

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