In condominium governance, preparation is often emphasized as the key to a successful meeting. Clear agendas, advance circulation of materials, and defined decision points all contribute significantly to meeting effectiveness.

However, even well-prepared meetings can become unfocused or inefficient without strong chairing. Preparation and chairing carry equal importance, and they are closely connected.

Based on observing condominium board meetings across Canada, the role of the chair consistently emerges as a critical factor in whether meetings are productive, efficient, and clearly documented.

Preparation Supports, but Does Not Replace, Effective Chairing

In many condominium corporations, the manager prepares the meeting package, circulates materials, and may also chair the meeting. While preparation is essential, it does not eliminate the need for active chairing during the meeting itself.

Even with strong agendas and comprehensive reports, discussion can drift, become repetitive, or lose focus. This is where the chair’s role becomes especially important.

An effective chair understands the agenda and the intent of each item, but their primary contribution occurs during the meeting: guiding discussion, managing time, and helping the board move toward direction or decisions.

Framing Discussion at the Outset

One of the most effective chairing practices is briefly framing each agenda item before discussion begins.

This framing is often supported by well-prepared management reports that include:

  • A clear problem or issue statement
  • A summary of relevant options or quotations
  • A management recommendation

A short reminder of the purpose of the item and the expected outcome helps prevent discussion from revisiting background information already provided in writing.

Guiding Discussion Without Dominating It

Discussion naturally evolves, and some drift is inevitable. The chair’s role is not to eliminate discussion, but to guide it.

Effective chairs redirect tangents respectfully, summarize repetitive discussion, and refocus comments on the agenda item under consideration.

Balancing Participation Around the Table

Strong chairing ensures that discussion reflects the board as a whole.

  • Encouraging quieter members to contribute
  • Managing dominant voices without confrontation
  • Ensuring differing viewpoints are heard before conclusions are reached

Balanced participation improves decision quality and reduces the likelihood that concerns surface after the meeting has ended.

Recognizing When Discussion Has Run Its Course

One of the most valuable chairing skills is knowing when discussion has reached a natural conclusion.

When discussion becomes repetitive and no new information is introduced, the chair can summarize key points and move toward a decision or clear next steps.

Stating Outcomes Clearly

When decisions are made, clarity is essential.

An effective chair clearly restates the decision or motion, confirms the outcome, and identifies any follow-up or responsibility. This clarity supports accurate minutes and shared understanding.

Time Discipline as a Form of Respect

Respecting time is not about rushing decisions. It is about maintaining focus and energy so that priority items receive appropriate attention and meetings do not extend unnecessarily.

Final Thought

Preparation and chairing are two sides of the same coin. Strong preparation creates the conditions for a productive meeting, but effective chairing turns preparation into clear outcomes.

When chairs guide discussion with purpose and clarity, meetings become more efficient, decisions clearer, and records easier to rely on. For condominium boards, that balance is fundamental to good governance.