Usually we talk about how to handle the tough stuff that may come up during homeowner meetings. This month, we’ll talk about the easy stuff: how to avoid “rookie mistakes” — oversights that new or inexperienced meeting chairs often make. Keep this list with you and you’ll be more confident and professional while you preside over your first meeting.
Parliamentary Tip:
Here’s a list of common rookie mistakes and the best way to avoid them:
| Rookie Mistake | Tip |
| Failure to start on time | Even if everyone isn’t signed in yet or you’re not ready to formally start the meeting, stand up at the start time to announce what’s going on and when the meeting will start |
| Failure to check for a quorum | Write the quorum requirement on your agenda or script, and announce “We have a quorum” once you know for sure |
| Failure to allow discussion on a motion | Assuming it’s a proper motion, restate it, then ask “Is there any discussion?” before calling for the vote |
| Failure to call for the “no’s” | If you asked the questions “All in favor?” then you must end a vote by asking “All opposed?” even if it seemed unanimous |
| Allowing someone else to dominate the meeting | As the chair, you’re in charge unless you give someone else permission to speak |
| Failure to follow the agenda | If you have to change the agenda, say so, then stick to the ameded agenda. Don’t just skip from topic to topic |
| Allowing conversations between members or discussions off topic | Say “Let’s take one person/thing at a time”, then acknowledge whoever has your permission to speak, or what topic is being discussed |
| Becoming defensive | Relax, listen with empathy, and say “Thank you for your feedback.” Your role is not to answer every complaint, but to make sure every member has the opportunity to be heard, and to vote |
| Becoming confused | Yes, a lot may be happening during a big meeting. If things start to get complicated, call for a short recess to get yourself organized |
| Failure to listen | Homeowner meetings are wonderful opportunities to learn what your members think and what’s happening in the community. Listen, take notes, and follow up after the meeting |