Teamwork Articles

Mind Your Ps & Qs
This phrase dates to at least 1779. The exact origin is unknown, but several competing hypotheses seem to be the most likely.

The first is that it derives from the phrase "p and q" which was an abbreviation for "prime quality". This English term dates to the 17th century. So to mind your Ps and Qs means to be exacting in detail and quality.

The second is that it refers to difficulty children had in learning to distinguish between the letters p and q, being mirror images of one another. To learn one's ps and qs is a phrase meaning to learn one's letters is first recorded around 1830--somewhat later but not impossible as the origin.

The third, first suggested by Farmer and Henley at the turn of the 20th century, is that the phrase comes from the practice of maintaining a tally in pubs and taverns. Marks under column P, for pint, or Q, for quart, would be made on a blackboard. To tell a bartender to mind his Ps and Qs would be to tell him to mind his own business and get back to work.

The last is from the world of printing. Typesetters had to be skilled in reading letters backward, as the blocks of type would have mirror images of the letters. The lower-case letters p and q were particularly difficult to distinguish because they are mirrors of one another and located in bins next to one another. Typesetters had to be particularly careful not to confuse the two. From www.wordorigins.org BACK

Cultivating Volunteers
A common homeowner association board question is: "How do we get better participation from our members with board and committee work?" Many HOAs experience a large degree of apathy from the membership when it comes to volunteering. On the one hand, one of the reasons people buy into HOAs is to reduce personal responsibility, like for exterior maintenance. On the other hand, there are many willing and talented members that could and would participate if given the right set of circumstances.

There is an art to recruiting volunteers. Posting a notice is not the right approach. You must woo them on many levels and over time. Here are a couple of proven methods:

1. Communicate Regularly. A frequent complaint of members is not being kept informed. To draw out volunteers, it’s critical that they know there is an ongoing need. Also, some members develop a suspicious nature about board motives when kept in the dark and use it as an excuse not to be involved. Let them know what you’re up to early and often! Repeated pleas for help will have their effect. A newsletter and flyer distribution box (the kind used by real estate agents) is an inexpensive and convenient way to get the word out.

2. Give credit where credit is due. People love recognition. Make sure that directors, committee members and other volunteers are given formal recognition for their efforts by way of meetings, minutes and newsletters. Use every opportunity where there is an audience. Be specific in your praise. For example, point out members that show superior landscaping abilities. (They are obvious candidates for the Landscape Committee). Award Certificates of Achievement at the annual meeting. Remember to recognize faithful volunteers doing more mundane day to day tasks like light bulb replacement or trash pick up. It is a wise board that makes a point of recognizing mere effort for its own merits.

3. Socialize the Membership. People tend to want to help those that they know personally. However, many are shy and don’t make friends easily. The HOA can promote several socials annually to facilitate the process. Consider a spring clean-up party, pool party or just plain potluck. It will help create a real "community".

4. Assign real jobs to do. It’s been said, "A committee takes minutes and wastes hours". There is nothing more futile and frustrating than a job with no job description or substance. There is real work to do at each homeowner association. Directors and committee members should have clear "marching orders" detailing exactly what the objectives are, the time frame and the money available to help get the task done.

5. Be an encourager. It is incumbent on the board to take the lead in cultivating volunteers. The successful leader motivates by persuasion and not authority. Remember, "A servant does not lower himself but elevates others".

6. The Ask. This is a little used technique. Many folks don't think they're needed or talented enough. A personal request can go a long way in getting these folks to step up. Something as simple as "You know, you would be really good at [fill in the blank]" make the ask very personal. You will be surprised how many will respond will be flattered and receptive.

7. Respect their time. Part of what keeps volunteers away is fear of over commitment. The board should be very sensitive to time demands on volunteers. Board meetings should be few and action packed. With proper scheduling and timed agendas, HOA business can get done with a minimum of time and fuss. When wooing volunteers, make sure to explain the time requirements for the job. The properly managed HOA should demand hours, not days or weeks of volunteer time each year. If you've achieved this, let potential volunteers know.

8. Demystify the job. While having special training or talent can be a bonus to a board or committee position, it isn't required. Encourage those that simply want to serve because they have the time and interest. These traits are more valuable in the long term than special training.

9. Aim high. Look for ways to pique interest of achievers. If you aim too low, folks don't think you need them. Identify several projects that take real thought, planning and work but demonstrate visible results. Assign those special projects to members that like to "git'er done".

10. 24/7 recruiting. The month prior to the annual meeting is not the only time to look for board candidates and volunteers. New members often have an interest in getting plugged in and are ripe for the picking at move in. Whenever a special project or event materializes, look outside the board for someone to do it.

11. One trick pony. Provide options for "one project" volunteers. Some folks like the idea of a short term commitment to get one thing done. One project volunteers are the training ground for long term volunteers.

Getting the ball rolling to increase participation is one of the most rewarding efforts a board can achieve. In a motivated homeowner association, a synergy develops with a result that far exceeds the sum of the parts. Get out your hoe and start cultivating. BACK

Perfecting Praise
There is a myth hanging around that homeowner association volunteers are scarcer then hen’s teeth and those there are must be loonier than a toon for stepping up. In reality, volunteerism is at the very core of the HOA concept. The neighbors-governing-neighbors concept will work best when volunteers oversee the hired guns (manager). And why is this? HOAs were conceived to give authority to small private communities. That authority includes being able to customize the community according to the wishes of the members. By definition, a non-owning manager can only execute the wishes and desires of the client. That leaves the authority in the hands of the HOA. To avoid an unavoidable conflict of interest, boards receive no compensation. People that work for no pay are called volunteers.

So, volunteers make or break an HOA. The need for them is mandatory, not optional. Fortunately, not all members are required to volunteer at the same time. (Whew, what a relief!) But the need is still there and there must be a conscious and continuing effort to draw them in.

Job satisfaction consistently rates highest on reasons people work. Even where money would seem to be the prime driver, it’s not. With volunteers, money isn’t even on the list which makes job satisfaction all the more important. This is the key to attracting and holding volunteers: make the job rewarding. How you say?

Get Organized. HOA boards without a plan are boards without a clue reacting to crises. Who wants to serve in chaos? Get organized by establishing a meeting, social and maintenance calendar. Setting dates is setting deadlines for action. Action begets results. Results are what successful people are all about. Success attracts volunteers that are successful in their personal and business lives.

Plan Ahead. Reserve studies forecast major renovation projects and provide a funding plan to pay for them. Looking far into the future reassures the membership.

Recognize Effort. (This is the praise part.) Recognition can come in plaques, kudos and a pat on the back. Do it often to build job satisfaction. But a key element of praise is trust. Trust is allowing volunteers autonomy over some area of authority, be it large or small. Resist the urge to micromanage and reinforce trust by saying things like, "You make good decisions" and "I trust you in this". Then let them do their best.

Limit Criticism. When giving constructive criticism, consider carefully before delivering it. Constructive criticism is helpful when given on occasion and in the proper tone. Serial criticism (weighing in on every aspect of performance) delivers the message loud and clear that you have no confidence in their performance. Who wants to serve for free and be harangued at the same time? Praise takes practice. The more you do it, the better you get at it. Be sincere. Don’t gush. Phoniness is worse than no praise at all. Praise makes perfect sense since it encourages performance and attracts volunteers. Volunteers are what every successful HOA is about. BACK

Moth to a Flame
Moths give off "pheronomes", a scent that attracts mates from many miles away. Oh, that it were so easy to attract volunteers at a homeowner association. Just spritz a bit of Eau de Volunteer about and stand back! So what does it really take to attract good volunteers? Here are a couple of suggestions:

Develop a communication system. A frequent complaint of members is not being kept informed. To draw out volunteers, it’s critical that they know what’s going on. Also, some members develop a suspicious nature about board motives when kept in the dark. Suspicion breeds volunteer resistance. The board should strive to do business transparently. Let them know what you’re up to early and often! A newsletter and flyer distribution box (the kind used by real estate agents) is an inexpensive and convenient way to get the word out. Email is free.

Give credit where credit is due. People love recognition. Make sure that directors, committee members and volunteers are given formal recognition for their efforts at meetings, in the minutes and newsletters...every opportunity where there is an audience. Seek out particular members that show superior abilities. Award certificates of achievement at the annual meeting.

Provide social opportunities. People tend to want to help those that they know personally. However, many are shy and don’t make friends easily. The HOA can promote several social events each year to facilitate the process. Consider a spring clean-up party, pool party or just plain old potluck. It will help create real "community".

Assign real jobs to do. It’s been said, "A committee takes minutes and wastes hours." There is nothing more frustrating than a job with no substance. There is real work to do at each homeowner association. Directors and committee members should have clear marching orders detailing exactly what the objectives are, the time frame and the money available to help get the task done.

Get organized. Have meetings scheduled well in advance. Have a proper agenda, run the meeting in a businesslike way and limit your meetings to two hours. Save cocktails, if any, until after the meeting to avoid endless rambling meetings which are a real turnoff to successful people (the kind you want as volunteers). Your meetings should be decision oriented so things get done.

Be an encourager. It is incumbent on the board to take the lead in promoting volunteers. The successful leader motivates by persuasion and not authority. A servant leader does not lower himself but elevates others.

Since common scents don’t work with humans like they do in the animal world, use common sense by making the volunteer position too attractive to resist....like a moth to a flame. BACK