Personal Blogs
I attended the Annual General Meeting (AGM) yesterday, and like previous AGMs that I attended, I’ve observed some issues in the way it’s generally managed. These concerns are not specific to this management committee but reflect a broader need for change in the way we conduct our AGMs.
Frequency and Length of AGMs: AGMs are typically held once a year, and they often come with a lengthy agenda. However, squeezing all the important discussions and decisions into a few hours can be challenging. This often leads to rushed conversations and decisions that may not fully address the matters at hand.
Embracing Technology: There’s a practical solution at our fingertips, and it lies in technology. Instead of relying solely on in-person meetings, we should open up online forums through platforms like WhatsApp or email. This would allow us to share research, collect feedback, and rework proposals collaboratively. The AGM could then be called solely for voting, eliminating the need for offline voting when technology provides secure and convenient online voting options.
Setting Priorities: During AGMs, setting priorities and timelines can be a complex and often inefficient process, especially when dealing with a small subset of members. To address this, we might consider forming a smaller working group or sub-committee to help prioritize and plan important issues throughout the year, presenting the results for approval at the AGM.
Effective Use of AGMs: AGMs should not be a platform for proposing new ideas or sharing opinions. Instead, they should focus on actionable matters. Allowing extensive discussions on new ideas can lead to inefficiency, as the loudest voices tend to dominate the conversation, and this, ultimately, harms the productivity of the meeting. We must strive for inclusivity and open ourselves to suggestions but within a more structured framework.
Balancing Agenda: The allocation of time and attention during AGMs should be equitable. Discussing relatively minor issues while neglecting significant concerns is counterproductive. When, for instance, a substantial portion of the budget goes toward topics like the playground or minor operational aspects rather than critical matters like solar electricity, society painting, or safety measures, it becomes evident that the agenda needs reevaluation.
Prioritizing Unpopular but Important Issues: By only focusing on issues with apparent popularity, we risk neglecting important matters that might not be in the limelight. To overcome this challenge, we should involve a broader range of members in the decision-making process throughout the year, allowing them to suggest and vote on priorities.
Sharing Research in Advance: Transparency and information-sharing are vital for informed decision-making. To this end, sharing research and information before the AGM should become a standard practice. This not only prepares members but also provides due recognition to committee members who dedicate their time and effort to research.
In my opinion, our collective effort should be directed towards nurturing and enhancing our society. It requires continuous maintenance and improvement, which ultimately benefits our community and neighborhood. Our overarching vision should be to create a great community that enhances our quality of life and the value of our homes. We should not let being too frugal, economical, or cost-conscious hinder us from achieving this goal.
The AGM is an essential forum for discussing and deciding on matters that impact our community, and it’s crucial that it evolves to better serve our collective interests. These proposed changes aim to make AGMs more efficient, inclusive, and focused on the most critical issues affecting our society. It’s time for a positive change that ensures our community continues to thrive and improve.