“I’m so excited about the property owners association annual meeting!” said no one ever.

Universal agreement on any topic is hard to come by these days, but I’m pretty sure we would get close if we took a poll on whether anyone thinks a property owners association annual meeting is a pleasant experience. Except for, maybe, the food… if you’re lucky. So what’s the secret to making the annual meeting somewhat enjoyable? Add a members forum.

A members forum is a dedicated spot on the agenda where property owners can talk about their concerns. In short, a forum targets the two main reasons that annual meetings are pure misery:  They last for what seems like an eternity, and they require listening to countless disgruntled property owners that can’t won’t stop talking.

Here’s how to put an end to all that nonsense:

Step One: Add a Line to the Agenda that Says, “Members Forum”

When you make your agenda for the meeting, the very last line should say, “Members Forum.”  This line item comes after everything else – after the election results are announced, and most importantly, after the official business meeting is adjourned.

The beauty of the members forum is that it happens after the meeting is officially over. The business is done, no quorum is needed, and no one has to stay and listen unless they want to.

Step Two: Create a Speakers Log

A speakers log is a sign-up list with the following columns: name, signature, address (or lot number), and topic. It works like this: As property owners check in for the meeting, they add their name to the list if they have something they want to say publicly to the board, staff, property management company, or anyone else. This gets you a nice, tidy list of those who want to voice something in the members forum.

At the top of the sign-up list, state basic rules: Wait your turn, stay on topic, try not to yell or call people names, and don’t talk too long. Usually I include a few extras, too, such as a two-to-three minute time limit and a reminder that the forum is a one-way conversation. Owners shouldn’t expect a dialogue. It’s a forum, not a Q&A session.

Step Three: Adjourn the Meeting

I made this point above, but I’ll say it again: Adjourn before you start the forum. Doing so gives owners an opportunity to leave if they just can’t bear another minute. It also prevents the meeting from unraveling if someone uses the forum to propose a “great idea” or gripe about the results of a vote.

Step Four: Set Up the Physical Space Strategically

I find a forum works best when a microphone is placed at the front of the room, facing the platform, not the members. This set-up requires an owner to feel strongly enough about her views to stand in front of the entire group and express them. It naturally dissuades the person who just wants to complain from the back corner.

But facing the microphone towards the platform, where presumably the board and staff are sitting, means views are expressed to those who have the power to actually fix problems. This tends to be much more productive than allowing owners to address the group, which often just riles everyone up. (Trust me, there are better ways to rally the group.)

Step Five: Find a Neutral Facilitator

Finally, find a person that can stand at the front and facilitate the forum in a neutral manner. Go for someone authoritative, but impartial on this one – not a staff member, not a board member. Consider a professional parliamentarian hired to provide this and other meeting leadership services for your group. But whoever it is, their job should be simple: Recognize members in the order listed on the speakers log, keep track of the time each person speaks, and enforce the rules and time limit consistently.

Need an annual meeting success strategy? By putting essential property owners’ business up front and postponing all the bonus “I’ve got somethin’ great to share” talk till the end, a members forum serves as a winning solution.

I’d be a rich woman if had a dollar for every time I’ve heard the parliamentary procedure query, “Why all these rules, anyway?!” Well, I didn’t make them up, and they weren’t hatched recently at all – Robert’s Rules harks back to 1876. And most of the rules are not arbitrary, but are based on five basic principles. Knowing the logic behind these procedures can actually help you with the numerous specific rules.

1. Equality of Rights

Parliamentary procedure is based on the concept that the right of each person in an organization is equal to every other person in that group. (By contrast, consider a corporation with shareholders where one person may have more votes, and the balance of power is most definitely not equal.) Parliamentary procedure is designed for assemblies where equal rights are the governing thought.

2. Equal Right to Discussion

Stemming from principle #1 is the concept that in a group using parliamentary procedure, you can’t just cut people off. Everyone has an equal right to discuss each topic. A specific rule based on this principle is the two-thirds vote requirement for closing debate. Because discussion is a basic right of every member, the rules don’t allow a group to close debate with only a majority (think more than half) vote. A higher number of people (two-thirds) in favor of that idea is needed. While it might be hard to pull the two-thirds rule out of your head on the spot, if you remember simply that discussion is a basic right of every member, you’ll know that you need a not-normal vote to make it happen.

3. The Right to Information

The third basic principle of parliamentary procedure is that every member of the group has a right to know the details that will enable them to make decisions. If you’re going to hold a special meeting (one that’s not regularly set) for example, you have to tell everyone when and where it will be, and what you’re going to talk about. No, you can’t just tell your special friends and supporters, and hope that everyone else stays home. Also, during a meeting, you must keep everyone in the loop on topics that are up for a vote and how to vote. Even the people that are on a mission to make your life difficult.

4. Majority Decision

Bottom line for this one: Majority rules in parliamentary procedure. If you’re super unhappy that the majority of your group is doing something, you shouldn’t be a part of that group. Learning to abide by the will of a group is part of life. In an assembly following parliamentary procedure, if the majority wants to do it, then you have to go along – or drum up your own “majority” to change things.

5. Minority Rights

And to complement the fourth principle, even though majority rules, the minority has rights. I frequently remind clients that you may be in the majority today, but in the minority tomorrow, so never squelch the minority. And generally, in my experience, people can deal with a result they don’t like if they feel that the process was fair. Suppression of somebody’s voice upsets folks, so work hard to honor minority rights. You won’t be sorry.

To let the pros have the floor or the cons….That is the question. And in America, the home of all things democratic, who gets to speak in an organized meeting is an especially important question: Everyone’s voice is valued, and we feel the need to make sure everyone gets a chance to say their piece. But, what about your small business meeting—just the board—say, 12 or fewer people? Are you required to go all democratic and let everyone have their full say on every issue?

Let’s talk concerns first.

Total time. If each individual is given the floor, for an extended length of time, before each vote, the meeting will last forever.

Time-hogs. The person that tends to carry on for too long will definitely do so. It’s a meeting guarantee if you have no controls in place.

Mr. Quiet. The shy guy in the group does have opinions, but he won’t ever get to talk, nor will he speak up to say so.

Chaos. Throw a hot issue into the ring, and things can get unwieldy fast. You won’t accomplish anything in the craziness of everyone talking at once.

Uncertainty. With no organization, several folks will likely sit a good while with hand raised, wondering when and if they’ll ever get to speak.

I offer you a three-step solution to manage discussion and keep it (and you) from going nuts.

1. Officially invite speakers.

When there is a motion on the floor, say to the whole group, “Who wants to speak in favor of this motion? Please raise your hand.”

2. Note the names.

As people raise their hands to express interest in speaking, write their names on a prepared paper – in any order. Three columns will do the job: Names, Pros, Cons. Next to the name, place a check in the pro column for those wanting to speak in favor of the motion.

[Repeat steps one and two for the other side: “Who wants to speak in opposition? Please raise your hand.” And note names, placing a check in the cons column.]

3. Recognize speakers.

Alternate each side until all have spoken.

Bonuses.

Not only will no one have to lose circulation with their hand in the air for 10 minutes, but also you’ll be able to see clearly how much support or opposition exists for that idea. Perhaps, for example, no one raises a hand to speak in opposition! Then you get to say, “It doesn’t look as if there is any opposition. We could save time by moving to a vote if no one minds.” And business can clip along. (Happy dance!)

These steps also enable you to see who has already spoken. According to Robert’s Rules, no one speaks twice until all who want to speak on that side have spoken. Just visualize a line at the microphone in a larger meeting: Generally, we don’t allow cutting in order to get in line again. But in a small board meeting, this can happen – Joe the Talker constantly interrupts and dominates. Easy fix: If anyone wants to speak again, add that name to the bottom of the list, and if there’s time (see my thoughts on debate time limits here), allow it.

Discussing….presenting ideas….asking questions. Parliamentary procedure allows all of this, right?  But, you’re thinking, there’s this guy who always speaks up. Or there’s the member who asks the strangest questions – the awkward ones no one knows how to answer! And what about the lady who just won’t shut up once she gets going.

Discussion keeps the meeting rolling along with a variety of participants. But the flip side? Discussion can be what makes a meeting last forever. If you’re in charge, it’s easy to let discussion rule the day. However, it’s a mistake to think that you must…

1. Always Ask For Discussion No Matter What

See The #1 Secret That Will Shorten Your Meetings

2. Recognize the Loudest, Most Persistent Members First

Every group has that member who offers his opinion at will by interrupting other members around the board table, or by yelling his views from the back of the room. Don’t let that happen. A presiding officer should require each member to seek recognition before speaking. This is not just Robert’s Rules. It’s wisdom and courtesy.

In a large group, members should leave their seats and come to a microphone. This ensures that their comments will be heard by everyone, and it forces them to get in line and wait their turn. In a small group, members should raise their hand and wait to be recognized.

3. Never Cut Anyone Off

Discussion without any time limits just might be the definition of “purgatory.” Robert’s Rules of Order helps a little: Members can speak only two times, for 10 minutes each time, on any issue.

But this isn’t enough. (Do you really want to listen to Mr. Talks-a-Lot for 10 whole minutes?) Groups should adopt other methods to ensure that discussion doesn’t extend longer than necessary.

Here’s a few ideas, all of which can be accomplished by adopting special rules.

• Limit members’ speaking time on any issue to two times for three minutes each time.
• Assign time limits to each item on the agenda. Run your meeting with a schedule.
• Decide the total number of members that can speak in favor of and against each motion.

Bottom line: Enforce the limits you have. This means you likely need a timekeeper. And when a member’s time runs out, just kindly say, “The member’s time has expired,” which sounds much friendlier than something like, “You are out of time.”

A great meeting doesn’t happen when the presiding officer delivers a monotonous lecture. It happens when just enough people provide enough good thoughts to keep the meeting interesting and helpful, and to provoke solid decision-making. Run your next meeting with some discussion controls in place, and you’ll likely find it’s a much more enjoyable experience.