Living in a condominium building means collective decision-making, whether you’ve been an owner for ten years or have just moved into your unit. And yet, without some give-and-take, these meetings can quickly become a source of tension.
Sometimes in-person, often virtual, co-owners’ general meetings are the cornerstone of good building management.
Here is some advice to help you communicate effectively, make sure your opinions are heard… and that they don’t spark arguments!
1. Meticulously Prepare Before the Meeting
It’s pretty basic advice, but most people skip this step.
Read the agenda sent by the syndicate of co-owners are soon as you receive it. Take the time to consult the accompanying documents: financial statements, work cost estimates, supplier quotes, previous meetings’ minutes. If you feel strongly about a particular issue, draw up a list of questions and formulate clear and fact-based arguments.
Arriving prepared shows that you value community life and lends more weight to your remarks.
2. Get a Head Start if You Want to Propose a New Bylaw
If you wish to have a new bylaw adopted, you must get everything ready before the next meeting for the co-owners to vote on the topic. Write to the syndicate of co-owners or the building management company to initiate the process!
3. Prioritize Active Listening
You may be tempted to jump in right away to express your viewpoint, especially if you want to tackle a sensitive subject (condo fee increase, major renovations, nuisance management, etc.).
However, holding back to listen attentively to the other co-owners and the board of directors (syndicate of co-owners) is essential. You’ll be better able to understand their concerns and can then adapt your arguments so that they truly address the issues raised.
- Active listening is a mark of respect: it reduces the risk of the discussion degenerating into a confrontation.
4. Pick the Right Moment to Speak
During a general assembly, the agenda structures discussions.
Respect the speaking order and wait for the right moment to intervene. If a particular topic is very important to you, ask for permission to speak when appropriate and try not to cut others off. You can even have speaking time reserved for you on the agenda if you submit your request several days in advance.
- The right argument, at the right time, will always be better received than a disruptive outburst that grinds the meeting to a halt.
5. Focus on Concrete Arguments
Co-owners are more receptive to ideas backed up by facts and numbers than simple opinions. Consider asking an expert to attend the meeting and speak in favour of your proposal.
Moreover, if you’re suggesting switching to a different snow removal company, for example, support your arguments with comparative quotes, a neighbour’s positive client review, and a long-term costs’ estimate.
Budgetary compromises usually determine co-owners’ decisions: prove that your idea is realistic and benefits the entire condo community.
6. Stay Polite, Even if You Disagree
It’s a golden rule for all meetings: stay calm, even with mounting tension. If a co-owner is reacting negatively to your proposal or firmly opposing your idea, avoid resorting to personal attacks (an easy trap to fall into).
Instead, reframe your arguments in a neutral manner, or suggest continuing the discussion after the meeting, in a less heated atmosphere.
ü Remember that you’ll see these people every day in the elevator, in the hallways, and in the common areas. There’s no point in turning an isolated disagreement into a feud.
7. Know How to Pick Your Battles
Not every idea, no matter how brilliant, is a priority nor an emergency. Learn to distinguish between issues that concern the whole building and the more personal ones.
If your proposal doesn’t receive majority support, you don’t necessarily have to give up. Rework it and submit it again for consideration at another time. Patience and consensus are more likely to sway the other co-owners than stubbornness.
8. Follow Through After the Meeting
A good idea may come to naught if no one takes it up. If the assembly approves your proposal, volunteer to oversee its implementation. This will show a real commitment and boost your credibility whenever you decide to speak up in the future.
9. Foster Community Spirit
Finally, remember that a condo building is first and foremost a shared living environment. The stronger your relationship with your neighbours outside of meetings, the greater the probability that your ideas will be positively received.
Participate in building activities and take the time to chat with your neighbours when you run into each other in common areas. These moments help build trust and therefore smooth the decision-making process.
In short, a meeting between co-owners should never degenerate into a screaming match but should instead provide an opportunity for all to collaborate toward a common goal!