Having HOA meetings is an integral part of running the community. They provide a venue for board members and homeowners to communicate, discuss issues, make decisions, and collaborate on community improvements. Like with any means of communication, HOA meeting etiquette is only productive if you maintain it.
Understanding HOA Meeting Etiquette
HOA meeting etiquette signifies a common code of positive behavior. Having this maintains a peaceful atmosphere during meetings that encourages constructive discussions while preventing unnecessary conflicts. Applying to both board members and homeowners, following these protocols can significantly improve the meeting experience.
1. Come Prepared
If you want to have an effective and productive HOA meeting, you need to prepare for it. The first way to do so is by reviewing the agenda beforehand. This will help you understand what will be discussed and give you time to think of constructive contributions. It will also allow you to prepare any relevant documents that may help.
2. Be Punctual
You should also arrive on time for an HOA meeting. Being punctual shows that you respect the time of everyone attending. It also prevents any disruptions and distractions that may arise when you enter the meeting room late.
Of course, sometimes tardiness is unavoidable. If you expect to be late, it is common courtesy to notify the board in advance.
3. Adhere to HOA Board Room Protocol
In any HOA, there should be board room protocol, which is followed to ensure meetings run smoothly and orderly. Both board members and homeowners must understand this protocol during an HOA meeting.
Part of the protocol is following the agenda planned and set before the meeting. This keeps the flow of the discussion structured and ensures that all necessary issues are discussed.
Another part is how the flow of communication should go throughout the meeting. As homeowners, you should address the board through the designated meeting chair. Additionally, don’t disrupt anyone speaking by making side comments. Showing respect for another person’s speaking is both proper and keeps the discussion productive.
4. Maintain HOA Board Room Decorum
What exactly is HOA boardroom decorum? In simple terms, this is the standard of behavior expected of you when you attend meetings.
One part of decorum people overlook is the way they dress while attending meetings. If you go to a meeting, make sure to dress properly, especially if it is in person. This helps maintain a professional atmosphere.
When speaking during a meeting, keep it professional. Meetings are not venues to air personal attacks or derogatory remarks to other residents you may have an issue with. Always keep discussions respectful and constructive.
To avoid misunderstandings, always keep your language and tone neutral. This helps prevent any misunderstandings that may lead to unnecessary issues. Additionally, avoiding raised voices or heated arguments contributes to a respectful and collaborative environment.
5. Engage in Constructive Discussions
Meetings provide the opportunity for every member of the HOA to express concerns and propose solutions. Given this, the meeting needs to stay focused on the issue at hand to ensure that discussions are productive.
With this, if you’re part of the discussion, it would be better to offer solutions instead of just pointing out problems everyone already knows. This helps the discussion move forward.
You should also stay open to other people’s perspectives and opinions. Try to collaborate and find a solution that can benefit the entire community.
6. Respect the Decision-Making Process
A constant part of HOA meetings is decision-making. Usually, this will come as a resident vote. Sometimes, what you want may not be what the majority wants. It is important to respect the decision-making process, even if you do not prefer the outcome.
In line with this, homeowners should also know how voting is conducted and how the HOA is sticking to the process. This helps with both transparency and fairness.
However, if you find anomalies with the process or think what was decided would do harm, don’t voice your concerns in a disruptive manner. Instead, think of constructive ways to revisit the issue in future meetings. Also, bring your concerns to the board through formal communications.
7. Follow Proper Communication Channels
Since time is limited for HOA meetings, don’t expect all issues and disputes to be addressed. If they don’t concern most of the community, bringing them up during the meeting may not be appropriate. Instead, try to use other forms of communication.
Try to use the proper communication channels your HOA has set up for personal or individual concerns. This gives the HOA board the proper means and time to review those concerns instead of squeezing them into the agenda.
8. Handle Conflicts Diplomatically
Disagreements are natural, but handling them with diplomacy helps keep meetings productive. Listening actively to opposing viewpoints also develops understanding.
Seeking common ground and focusing on what benefits the community leads to more effective conflict resolution. By approaching disputes with a constructive mindset, participants can work toward solutions instead of creating unnecessary tension.
9. Respect Time Constraints
HOA meetings have an agenda to follow. Part of this agenda is time limits for the topics discussed. It is only proper to follow those time limits in an HOA meeting. It helps keep the discussions and meeting process flow properly. It also shows how you respect every person’s time in the meeting.
To save time, try to avoid repeating issues or points already said. Also, avoid trying to monopolize the discussion so that everyone can participate.
10. Adhere to Meeting Rules and Regulations
Each HOA has bylaws and governing documents that outline meeting procedures. Familiarizing yourself with these rules ensures compliance and prevents disruptions. Reviewing the HOA’s governing documents regarding meeting protocols provides clarity on expectations.
Following established parliamentary procedures, such as Robert’s Rules of Order, helps maintain order. Understanding the homeowners’ rights and responsibilities of board members ensures that everyone participates within the proper framework.
11. Use Technology Appropriately in Virtual Meetings
With the rise of virtual HOA meetings, it is important to practice proper etiquette in online settings. Muting yourself when not speaking helps reduce background noise and prevent disruptions. Meanwhile, using video appropriately maintains engagement and helps facilitate effective communication.
Also, try to avoid multitasking, as this will help keep participants focused on the discussion. Ensuring a stable internet connection prevents technical difficulties from interrupting the meeting flow.
Inviting Professionalism
Practicing HOA meeting etiquette ensures that discussions remain respectful, efficient, and productive. HOA meetings aim to serve the community’s best interests, and respectful discussions play a crucial role in achieving that objective.
Freedom Community Management provides HOA management services in Florida. Call us at 904-490-8191 or contact us online to learn more!
