Meeting cleanup calculator and audit — PorchQ authority resources

Meeting cleanup calculator and audit.

A simple audit for estimating the hidden hours after every board meeting: minutes, decisions, owner follow-up, vendor emails, resident responses, and next-agenda cleanup.

Phase

Portfolio planning

Audience

CAM leaders, regional directors, and operations owners

Outcome

A practical way to estimate post-meeting cleanup load before choosing a pilot cohort.

1. Count the board-cycle surface area

Start with the number of communities, regular board meetings per month, average meeting length, and whether meetings are remote, hybrid, or in person. Separate executive sessions and annual meetings because the cleanup profile is different.

2. Track cleanup by artifact

For a representative sample, log time spent on draft minutes, decision verification, action assignment, vendor follow-up, homeowner messages, board recap, and system entry. The point is not precision; it is finding where CAM hours disappear.

3. Score rework risk

Flag meetings with thin notes, missing agendas, disputed votes, sensitive covenant questions, or manual cross-checking against governing docs. These meetings consume more senior attention and make better audit examples.

4. Convert hours into pilot economics

Multiply cleanup hours by fully loaded CAM or assistant cost so the load has a number. The strongest pilots start where the work is frequent, visible, and reviewable.

5. Define the before-and-after proof

Before testing software, decide which evidence will prove improvement: turnaround time, fewer board edits, cleaner task rollover, fewer missed follow-ups, or reduced senior-manager review. Keep the proof operational, not abstract.