The following 10 tips will help you run a fun, energizing and meaningful annual meeting with confidence:
- Prepare and use key meeting management tools: a timed agenda, a form of minutes and a script.
- Prepare your meeting script as if you’re talking to a new homeowner – explain everything, especially any unique traditions your association follows.
- Build in enough time on the agenda for the owner’s forum. Let everyone have their say, but be prepared to graciously and firmly move the agenda along.
- Review your conduct of meetings policy well ahead of time so the board can update it if necessary. Have copies available at the registration table.
- Review methods of voting, including how to run an election. Be ready to handle votes on unexpected motions, too.
- Thank staff, board and volunteers – especially outgoing board members – early and often. Consider giving detailed introductions of everyone with a role in the meeting, by reciting their past service to the association, specifically acknowledging and thanking them for their recent accomplishments.
- Encourage as many people as possible to have a role in the meeting. For example, give committee chairs the opportunity to both give a brief report AND recruit new members.
- Welcome new owners. If your meeting is small enough, give them the opportunity to say a few words about themselves.
- Give a brief but substantive president’s report, which covers:
- what the Association accomplished over the past year
- your goals for next year, and
- what is great about your community
- Enjoy yourself!