Contributed by Lynelle Glysson, CMCA, AMS, PCAM
Committees are a vital part of community associations and can be of great value to board members and community managers.
Many committee members have historical knowledge of the community and experience in areas that may be unfamiliar to new board members or management. Their shared knowledge can be a great asset in completing projects. Here are a few tips that can create an environment of mutual respect and collaboration and ensure committee success.
Communication: Effective communication is key in any relationship. When we think we have communicated enough, we often find the need to communicate even more. Utilize communication channels to the fullest and report progress on projects at every committee meeting. Following up until a project is completed will keep members informed and reduce the number of questions and emails exchanged between meetings. Another key to effective communication is sharing the bad news. Communicating challenges, failures, roadblocks, and disappointing news builds trust and allows the committee to pivot quickly.
Schedule: Having a defined schedule will set everyone at ease and establish boundaries. Committee meetings should occur at regular intervals, eliminating the need for additional side meetings. When reporting, communicate the expected timeframe for project completion and set the expectation for updates between meetings on specific dates. By sticking to the schedule, committee members will see you as reliable and trust that you will inform them of progress.
Goals: Incorporate goals into the committee meetings, even if they are not formally outlined in the committee charter. Providing accurate information, data, and records is essential for successful goal setting. With accurate information, committees can identify areas of focus. For instance, if the committee focuses on facilities, goals could revolve around safety. Prioritize safety deficiencies, such as trip hazards, cameras, access control, and lighting, and identify funding sources. Report on the progress of these focus areas and bring any funding needs to the board during budget season.
Governance and policy: It is crucial to ensure that committees operate within the association’s governing documents and policies to ensure committee success. Each committee needs a charter outlining its responsibilities and reporting hierarchy. Keeping the roles of each member clear will prevent confusion and effectively guide the committee’s actions.
Communication, scheduling, goals, and policy are fundamental aspects of committee success. Together, these elements foster productivity, accountability, and structured progress towards achieving desired outcomes.
Lynelle Glysson is executive director of IronOaks at Sun Lakes HOA in Sun Lakes, Ariz.
