How to Run Monthly Board Meetings That Don’t Drag On (and Actually Get Things Done)

Every NYC co-op and condo board knows the feeling — you open the meeting thinking it’ll be quick, and suddenly it’s 10:30pm and you’re still on item #3.

Monthly meetings shouldn’t feel like marathons. With the right structure, the right people in the right roles, and a little discipline, your board can run focused, efficient meetings that finish on time and make better decisions for your building.

Here’s how to set your meetings up for success — and avoid the chaos we see far too often when boards try to manage this without support from an experienced property manager or managing agent.

1. Who Should Run the Meeting?

Every board handles this differently, and there’s no single rule — but your choice has a very real impact on how the meeting flows.

Option A: The Property Manager / Managing Agent Runs the Meeting

Some boards lean on their managing agent to facilitate the agenda, control the pace, and ensure follow-ups happen. This can be extremely effective if your agent is organized and confident leading.

Option B: The Board President Runs the Meeting

Other boards prefer to keep leadership within the board, with the property manager participating as a subject matter expert rather than the facilitator.

Our recommendation?
Choose whoever can keep the meeting structured and on track — not necessarily the person with the title. The goal is efficiency, not ceremony.

2. Where Should Meetings Happen?

We’ve seen it all:

• Zoom meetings

• The management office

• A social room in the building

• Conference rooms

• And yes… even living rooms
  

The best choice is the one that keeps people focused and eliminates distractions. For many boards, virtual or hybrid works beautifully — especially when schedules are tight. But if your board struggles with decision fatigue or goes off-topic easily, in-person meetings tend to create cleaner, more productive conversations.

3. How Long Should a Monthly Board Meeting Be?

Less than 60 minutes.

Once you cross the 45–60 minute mark, attention drops, decisions get slower, and the meeting becomes more about endurance than execution. If your building has complex projects underway, you may need more time — but a skilled facilitator (board president or managing agent) can keep the pace lively.

The Story of Al: The Board President Who Finally Got His Evenings Back

One of our clients, a longtime board president named Al, used to run meetings that went until 11pm. He wanted everyone to feel heard, and he just couldn’t cut anyone off.

We suggested he try a simple test:

At the start of each meeting, say:
"We need to keep this meeting short and sweet — I have another meeting at 7pm."

That was it. That tiny cue changed everything.
Every now and then he still emails us — proudly reporting his meeting wrapped in exactly one hour.

Small change. Huge difference.

4. Who Should Take the Minutes?

This one surprises many boards.

Your property manager or managing agent needs their own notes to track action items — but best practice is for the board secretary to take the official minutes.

Here’s why:

• Minutes are a legal record of board actions

• They should reflect decisions, not discussions

• You don’t want your managing agent controlling the final narrative

• It avoids over-recording or unnecessary detail

Your property manager can absolutely compare notes with the secretary — but the board member should always maintain control of the minutes.

A Modern Shortcut: Let AI Do the First Draft

Today’s tools allow you to:

• Record the meeting

• Transcribe automatically

• Summarize into action-focused minutes

This eliminates “who said what” debates and cuts down on small talk — because no one wants their chitchat memorialized forever in the building’s official records.

5. Why Structure Matters More Than Most Boards Realize

Clear roles.
A set meeting location.
A 60-minute limit.
Focused minutes.
A property manager or managing agent who knows how to support the board instead of letting meetings spiral.

Boards that follow this structure move faster, make better decisions, and avoid the frustration that pushes so many teams toward burnout.

And when these pieces aren’t in place?
Meetings drag, decisions stall, and issues linger for months.

That’s usually when boards call us.

If your meetings regularly run late, feel unproductive, or rely too heavily on a managing agent who isn’t providing structure, you don’t have to keep operating this way.
Want help tightening your board meetings and improving your property management oversight? Reach out — we’ll guide you.

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