With varying mandates about meeting in-person due to the pandemic, community meetings, committee meetings, and HOA Board meetings have continued to be virtual. Throughout the many months of online community meetings, there have been some best practices that have emerged for hosting effective and productive virtual community meetings.
Many clients were initially skeptical about how virtual community meetings would be received. What many of them soon discovered was that there are other benefits that go beyond providing a way to still hold meetings when in-person meetings are not possible or allowed.
First and foremost, virtual community meetings have increased resident participation. They have become more engaged in the process because they like the flexibility of joining from whatever device they would like to use. Residents also state that the timing of most meetings previously did not fit with their other obligations. However, the virtual option allows them to participate while taking care of things in the home or office simultaneously.
Greater participation has positively impacted the ability of more associations to reach quorum during a meeting, to complete the required voting process. Many also stated that they liked the anonymity of electronic voting versus paper ballots.
Management companies have also benefitted in other ways thanks to the virtual meeting format. The challenges of finding the best physical setting and time on everyone’s schedule, including association staff, are solved. There are cost savings, too, including reduced print and mail expenses since information can be shared on a screen through a virtual platform. Finally, the individual overseeing the meeting can retain more control of the meeting thanks to features like muting, electronic hand-raising, and chat. This can result in a tighter agenda and an orderly and shorter meeting.
The virtual meeting platform has also worked well for other formats, including committee meetings, so those in the community can keep projects moving as well as approvals for architectural changes and other vendor work. Residents also noted that the online communication channel helped provide reassurance to know that they could always remain connected to those overseeing the community.
Here are some ways you can get the most out of virtual community meetings:
There’s a lot to consider when selecting an online meeting platform, including ease of use, accessibility, and cost. At Innovia, we can help you with this decision and other strategic choices that will build value for your community or company. Contact us to learn more about how we can work together.