10 Business Etiquette Tips for Board Members

Close-up of a man tying a tie

Business etiquette is the key to success in a professional environment. In fact, a Harvard University study found that 85% of job success stems from soft skills and people skills, rather than technical expertise.

As a leader of a homeowners’ association (HOA), conducting yourself in a professional manner and flexing your soft skills can help you earn the respect of fellow board members and community residents. Read on to learn more about business etiquette and discover 10 business etiquette tips board members can apply today.

What is Business Etiquette?

Business etiquette is how someone behaves in a professional setting. That behavior is influenced by the three Rs of business etiquette:

Respect (how you treat colleagues and clients)
Restraint (how you maintain professionalism)
Responsibility (how you fulfill the duties of your job)

For HOA board members, this means acting politely, complying with governing documents, effectively managing meetings, and maintaining positive relationships.

Social Etiquette Tips for Board Members

As a board member, communication is at the heart of everything you do. When you take the time to properly address fellow members, residents, vendors, and management, you strengthen relationships, elevate understanding, and improve your chances of success. Here are our top social etiquette tips:

1. Encourage board communication.

When speaking with residents, always encourage them to bring their questions and concerns directly to the board or management staff. If residents discuss issues one-on-one and take problem-solving into their own hands, it often needlessly creates confusion and instigates harmful speculations.

2. Avoid gossip.

Gossip is a negative in all organizations. The spread of rumors and misinformation can cause division, hinder operations, and undermine productivity. As a board member, keeping gossip out of your community demonstrates your commitment to peace, harmony, and easy living.

3. Follow a code of conduct on social media.

HOAs should adopt a formal social media policy. In this document, spell out acceptable behavior, language, postings, and other protocols to facilitate civil discourse and keep online discussions focused on the questions at hand.

Read More: 5 Social Media Best Practices for HOA Board Members

4. Write professional emails.

Even though you might be sending an email to a neighbor, if you’re writing on behalf of the board, don’t be overly casual. Write clear subject lines and headers, include formal greetings and closings, use an appropriate tone, and avoid spelling and grammar mistakes.

Meeting Etiquette Tips for Board Members

HOA meetings allow board members to conduct business, plan projects, voice concerns, and share important updates. Using proper etiquette helps maintain order and keeps these meetings on track. Here’s how board members should act in a meeting:

5. Be on time and prepared for meetings.

Punctuality is vital for meetings. Starting late is disrespectful and could spark frustration in people who went out of their way to attend. Ensure the board arrives early and begins on schedule. During the meeting, follow a well-planned and executed agenda for a timely and productive session.

6. Be respectful to residents, other board members, and any guests.

Board members must set an example for professionalism in meetings by showing mutual respect, reducing distractions, and giving full attention to speakers. You should:

Silence your cell phone and put it away.
Refrain from speaking while others are presenting.
Avoid excessive eating or drinking.
Wait for your turn to share your thoughts or suggestions.

7. Avoid conflict by leading with positivity.

Meetings give community members the opportunity to express their opinions. That can sometimes lead to disagreements, and it’s up to board members to stop things from getting heated. Remember to:

Emphasize the good in situations whenever possible.
Remain open-minded and considerate during open forums.
Give others a chance to explain their side.
Remain calm when others become confrontational.

Case Study: Organizing Dysfunctional Board Meetings

When Associa Mid-Atlantic took over a townhome community located in Pennsylvania, they realized the previous management company was very lax and unprofessional. This led to poor communication between the board and residents and to a lack of meeting preparation.

With its professional etiquette training, organizational skills, and service-first approach, the Mid-Atlantic team helped the board transform their board meetings. Today, the meetings are highly organized and agenda-driven. There’s also more thoughtful, deliberate communication, enabling the board to make sound business decisions on behalf of the community.

Read More: 6 Conflict Resolution Best Practices for HOA Board Members

Professional Etiquette Tips for Board Members

Although board members are volunteers, they must take their roles seriously. This professionalism shows you’re a capable leader and are dedicated to the association’s success. Here’s how board members can stay professional in their roles:

8. Remember your fiduciary duty.

Board members have a legal responsibility to act in good faith on behalf of the HOA. Staying organized, taking initiative, and emphasizing teamwork will help you meet expectations.

9. Follow your community's code of professional ethics.

Most boards have a Board of Directors Code of Professional Ethics. This code outlines anticipated behavior regarding integrity and objectivity, technical standards, conflicts of interest, and more. Whether you’re at a board meeting or in the clubhouse, board members must adhere to the code.

10. Maintain proper appearances.

Your appearance is your first impression. Be mindful of your role as a board member when out and about in the community. Keep your own appearance and community spaces clean to encourage the same behavior from others.

Proper Etiquette and Proper Planning

Strengthening your business etiquette takes work. However, you can reach your full potential with the right support and guidance. Download our “5 Goal-Setting Worksheets for Measured Success” to get help with brainstorming goals, reviewing progress, scheduling deadlines, and more.

Business Etiquette FAQs

What is the definition of business etiquette?

Business etiquette is a code of conduct that allows professionals to maintain a positive working environment free from distractions and conflict.

What are the 3 R’s of business etiquette?

The three Rs of business etiquette are: respect (how you treat colleagues and clients), restraint (how you maintain professionalism), and responsibility (how you fulfill the duties of your job).