How can a communication strategy help a condo board reach quorum and improve attendance at its annual general meeting?
Posting the date and time of the annual general meeting (AGM) two days prior to the scheduled meeting will do little to reduce proxy votes and increase attendance. An effective communication strategy requires four weeks’ notice. Creating a work-back schedule can alleviate many pressures associated with an AGM, as well as the costs associated with failure to reach quorum.
Posting the top reasons to attend the AGM is a good starting point. Reminding residents it’s a chance to have a say in their investment, meet their neighbours and exercise their right to vote provides incentive not to miss the meeting. In addition, announcing available condo board positions well in advance gives interested residents sufficient time to submit their applications. And setting attendance goals and giving ongoing updates about the percentage of proxy votes received keeps residents engaged and in the know. It will also increase the likelihood that residents will submit their proxy if they plan not to attend.
For some, it may be their first time living in a condo or attending an AGM, and many residents neglect to read their status certificate or the Condominium Act. Incorporating definitions of “proxy,” “quorum” and “common elements” is essential to an effective communication strategy. Attending an AGM can be intimidating to some residents and may reduce their likelihood to attend or submit their proxy, particularly if they are unaware of how to do so. Letting residents know what to expect at the AGM and what is expected of them – as well as giving simple reminders about turning cell phones off, respecting the opinions of others and the general format of the meeting – can go a long way toward boosting attendance.
What is often neglected by condo boards is communicating the results of the AGM. This follow-up provides an opportunity for board members to share their achievements. For example, a condo board can highlight green initiatives and subsequent savings, which reminds residents their board directors are hard at work and producing measurable results. Moreover, it is critical residents are aware of the factors involved in making certain investments. If multiple residents suggested coat racks and garbage bins for the gymnasium, for example, it is important that a board demonstrate it’s listening to their requests and plans to address them accordingly. These facts, along with clearly defined benefits for certain investments, are a great way to highlight improvements and address any questions or concerns.
Kim Mancina is the sales and marketing coordinator at WOWnetwork. She can be reached at [email protected].
