Rationale

The Forest Glen Community Association Board, an HOA governing body, regularly exceeds meeting times, acts on approximately half of its action items at each meeting, and sees long-term projects drag on too long without definitive action from the board. A performance gap analysis identified a goal of having the board act on at least 90 percent of its agenda items at each meeting.  A front-end analysis and training needs analysis both identified meetings running much longer than the board itself realized. This later finding, board and community members interviewed agree,  has a secondary negative effect of discouraging volunteers from joining the board.

These analyses ultimately pointed to a clear need for a more effective process of meeting facilitation targeted to this specific type of volunteer board: one with fiduciary responsibilities and with decision-making authority over what homeowners can and cannot do concerning their own property.

At the same time, board members report themselves as already stretched to their limit on community service.  It was determined that a one-time workshop (with additional materials being available in an online format and in a resource booklet for new board members) would help the board meet its goals concerning meeting productivity.

Target Population

The target population is 1) the Forest Glen Community Association board (5 voting members 2 non-voting members 2) the Environmental Protect (EpCom) Committee (8 members) and 3) the president and treasurer who both share specific leadership roles on the board; and the EpCom chair, who facilitates  meetings of the board and EpCom committee once a month.

Description

1) “Best-Practices Board Meetings,” a two-hour workshop. This workshop will introduce key techniques for improved preparation for the meeting, communication before, after, and during the meeting, structured decision-making, and time management.
The workshop is designed to have four parts:

1) Self-evaluation:  5 minutes
2) PowerPoint on effective meeting facilitation by the facilitator:  15 minutes  (Transfer to Lectora for online access for new members).
3) Facilitator presents ideas – demonstrates key techniques; communication building: 30 minutes
4) Practice and feedback  — a sample agenda item is needed. One participant volunteers to play the role of  “angry homeowner” – the session is videotaped and participants watching their own roles: 60 minutes. (25 minute meeting time, 25 minute review)
5) Discussion – meeting participants will share their perceptions. Facilitator wrap-up: 10 minutes.

Objectives

Terminal objectives: 
•  Given training in effective techniques and a written guide to effective facilitation, board members will apply communication techniques to shorten their meetings from an average of 240 minutes to 120 minutes within the first six months.
• Given a better process for identifying, discussing, and acting on agenda items, board members will act on 90 percent of their agenda items within the first six months of the training session.

Primary objective domain: cognitive. Participants will learn new techniques for participating  in and leading a community meeting.
Secondary objective domains: Affective and interpersonal.  1) Affective: Board/Epcom members will learn how to identify and respond to differences in personal style, cultural background, and attitudes that may impede process and create conflict in meeetings. 2) Interpersonal: Board/Epcom members will learn how to use communication skills in the meetings to get to the heart of board business more directly without stepping on toes or making participants feel their contributions are not important.

Enabling objectives:
•  Given an overview of facilitation skills, board/EpCom members and leaders will apply  new techniques for running and participating in a productive meeting.
•  Given an introduction and demonstration of on-point communication and active listening skills, board/EpCom members will engage in best practice communications techniques in board meetings.

•  Given an opportunity to compare their perceived performance in the meetings with their actual performance, board/EpCom members  will use  increased awareness of their behavior in a typical meeting situation to adjust their style to best practices.
•  Provided with a written evaluation of how well they met behavioral objectives, participants will apply the techniques learned in the workshop to board and EpCom business 100 percent of the time.
• Given training and an agenda template, the president will solicit board input on the agenda and deliver the meeting agenda 100 percent of the time.
• Given training and a  template, the board recording secretary will deliver meeting summaries and follow-up items 100 percent of the time.
• Given training and a  template, the board president  will use the agenda builder 100 percent of the time.

Participant and facilitator pre-reqs

Participants are those members who serve on the EpCom or Forest Glen board or have management company roles (management rep, recording secretary) with the board. Facilitator pre-req: Required: The facilitator should have a background and education in organizational development, business management or business communications,  experience in serving on or leading a board. At least three to five years of experience are required. Desired:  Master’s degree in Business Administration, experience in leading a homeowner’s association board.

Deliverables

• Design plan for a two-hour workshop •  Plan for meeting room layout  (CTA’s  Multipurpose Room on Bay Head Road, U-shaped, with facilitator free to walk around during the presentation; move into circles) • Computer/projector/screen for PowerPoint/Video • Video camera for role play taping • Handouts for participants

—  Pre-meeting evaluation —  A list of key terms, e.g.: “parking lot”; “WAIT (why am I talking)” “synergy,” “process check,” “checkpoint memos” —  Packet of readings on active listening —  PowerPoint outline view —  Sample agenda builder (for all to contribute to) —  Checklist: for observation of videotaped role play —  Exit survey (Likert scale) —   Recommended reading —  Quick-start guide on meeting facilitation for board member packets

References

De Janasz, S.C., Dowd, K. and Schneider, B.Z.  (2002) Interpersonal skills in organizations. New York: McGraw-Hill.