Whether it's your homeowner’s association’s (HOA’s) annual or board meeting, every meeting plays a vital role in shaping your community. Decisions made during these gatherings affect everything from budgets and landscaping to rules and policies. That’s why proper meeting etiquette is so important - because respectful, productive participation helps ensure your voice is heard and your community thrives.
This guide covers key etiquette tips that apply to all types of community association meetings. Whether you’re a board member or a homeowner, these tips will help you contribute in a meaningful and courteous way.
1. Plan to Attend as Much as You’re Able
Being present at meetings, whether in person or virtually, is one of the simplest yet most impactful ways to stay involved in your community.
Here’s how to make sure you don’t miss out:
- Watch for meeting notices: These are often posted in community newsletters, emails, or on bulletin boards. Pay attention to dates and topics.
- Add meetings to your calendar: Once you know the date and time, make it a priority.
- Encourage neighbors to join: The more community voices represented, the better.
- Ask about virtual options: Many associations now offer online access for convenience.
Showing up is the first step in supporting transparency and accountability within your association.
2. Participate in the Meeting
You don’t have to be on the board of directors to have a voice. While governing documents and state statutes may not specifically require ‘open forums’, boards are encouraged to demonstrate transparency and promote member engagement by designating time during meetings for listening to homeowner input. Homeowners can achieve success by focusing on topics of community-wide interest during annual meetings and saving personal items for a different forum.
Here are a few ways to engage respectfully:
- Ask thoughtful questions when appropriate.
- Listen actively, don’t just wait for your turn to speak.
- Vote when applicable, such as in annual meetings or any other types of elections.
- Offer feedback if asked and always do so constructively.
Even a seemingly small contribution can help shape a better outcome for the entire community.
3. Stay on Topic
Community association meetings follow a set agenda to keep things efficient and productive. Respecting that structure helps avoid confusion and wasting time.
Tips for staying on track:
- Review the agenda ahead of time so you know what will be discussed.
- Write down your comments or questions in advance to help you stay focused.
- Stick to relevant topics - if something isn’t on the agenda, ask if it can be added to a future meeting.
- Keep comments brief and clear, especially if time is limited.
When everyone sticks to the agenda, meetings run smoother and stay productive.
4. Avoid Heated Debates
It’s natural to have different opinions, but how we handle disagreement matters. Meetings can become tense when emotions run high, so it’s essential to remain calm and polite.
Keep these principles in mind:
- Expect differing viewpoints. Not everyone will agree, and that’s okay.
- Be calm and considerate when responding to others.
- Let everyone speak without interruption.
- Take a pause before reacting emotionally.
- Step away if needed - a quick break can help restore calm when things get heated.
By focusing on solutions instead of arguments, meetings stay civil and effective.
5. Be Professional
Treat community association meetings like you would any professional gathering. That means being considerate of others’ time, ideas, and efforts.
Meeting etiquette essentials:
- Silence your phone or put it on vibrate.
- Wait your turn to speak - don’t interrupt or talk over others.
- Listen respectfully, even if you disagree with what’s being said.
- Stay positive and constructive in your comments and tone.
A professional approach fosters a collaborative environment and sets a strong example for others.
Conclusion
HOA meetings are your opportunity to be an informed, engaged member of your community. Following basic etiquette, such as showing up, sticking to the agenda, and participating constructively, ensures your voice is heard and helps build a more connected, cooperative neighborhood. For more in-depth insights into proper meeting procedure, check out Robert’s Rules of Order.
Your time and input matter. And when meetings run smoothly, the whole community benefits.
About Community Association Management Services
In business since 1991, CAMS has grown to become North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. To learn more, visit www.camsmgt.com/choose-cams.
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