5 Ways To Avoid Board Member Burnout
By Selena Chavis, Condo Owner Magazine, January 7, 2013
You’ve probably heard it said that 10 percent of people do 90 percent of the work.
Condominium owners who volunteer their time with their respective condo owners associations face the same dilemma. While there are many benefits and rewards that come with being a board member, many of these benefactors of time often find that that “time” is the one thing they are without.
“In this type of environment, you get a lot of successful business people who end up on boards. They are already busy,” said Daniel Craven, a Gulf Shores attorney who has worked with associations for the past 18 years. “Quite often the bulk of the work comes down to two or three.”
Add to that reality the frustrations that can come from internal conflicts that arise and a lack of financial resources in a burdened economy, and many board members come face-to face with that undesirable outcome called burnout.
Setting the stage early on for success is critical to avoiding board burnout, noted a number of industry professionals, as are these five tips offered as best practice advice.
1. Clearly Define Roles
Most associations will be managed by a paid employee. Often the division of responsibilities between this person and the board can become fuzzy, creating angst between management and the board, according to Suzanne Blankenship, an attorney with Coastal Association Law Group in Pensacola. “There can be a lot of confusion as to what the roles are for each party if not clearly defined up front,” she said.
To ensure that all parties understand organizational structure and responsibilities, Blankenship said responsibilities should be clearly laid out in the by-laws with proper education for all involved. Board members need to understand state law governing condominium boards and have a thorough understanding of powers and duties.
Craven said volunteer board members should also learn how to delegate duties. “That’s difficult for some people who are hands-on,” he said.
2. Carefully Choose Incoming Board Members
To avoid having two or three people overburdened with work, it’s important to bring in other board members who are motivated to get things done. “Consider people who are not so busy that they can’t get to their tasks,” Craven said.
He also pointed to the need to consider volunteers who are good mediators and consensus builders. Often, board burnout can be attributed to internal conflicts and stressful situations. Pointing to the many occasions he has observed less-than-amiable meetings, he said that a board member’s ability to deflect potential problems before they happen can go a long way toward a positive volunteer experience.
3. Develop Clear Boundaries
Stephen Lowry, attorney for Coastal Association Law Group, said that a primary contributor to board member burnout in today’s high-tech world is a “sense of urgency to respond immediately.” With e-mail, instant messaging and smart phone use on the rise, many homeowners have direct access to board members and often expect an immediate response in today’s instant gratification society.
“Too much availability creates a false sense of urgency,” Lowry said. “Over the past several years, we’ve tried to help associations develop rules within the confines of Florida law about communication expectations between owners and board members.”
Florida law currently spells out the various ways members can access and communicate with board members as well as expectations for response time—allowing as much as five days for a response to a written request.
4. Stagger Board Member Terms
An incoming board where all members are brand new can be difficult, ultimately leading to burnout, Craven said. That’s why he advocates staggered board terms to allow continuity of information flow. “A lot of associations have gone to staggered board terms, which I think is a good thing,” he said.
This way, when new volunteers are introduced to the system, they have the experience of others to lean on. And especially if there are contentious initiatives on the table, this model keeps new board members from blindly walking into difficult situations.
5. Be Transparent
When associations operate with integrity and transparency, there tends to be much less stress involved with the day-to-day responsibilities of a board member. And communication is the key ingredient.
“If you have a well-informed membership, it will help you in the long run. People want to know what’s going on,” Craven said, adding that the number one complaint he hears from homeowners is that they don’t receive enough information from their board.
Blankenship pointed out that board members should be well versed in state law to avoid the potential for stressful situations. She suggested that Florida condo board members take advantage of the numerous educational publications provided by the Division of Florida Condominiums, Timeshares and Mobile Homes at www.myfloridalicense.com/dbpr/lsc/index.html
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