Condominium owners’ associations and homeowners’ associations have the responsibility to allocate community resources and enforce community guidelines. Technology can provide methods of keeping residents informed about community changes and encouraging homeowner participation. Here are some technology solutions for community management:
Online Portals
Some community management companies offer online web portal services. Having a web portal for your community allows residents to submit paperwork, such as alteration requests. With a portal, homeowners have the ability to:
- Reserve community amenities
- Create and send work orders
- Upload photos of what needs to be repaired
- Make online payments
Phone and tablet apps make portal access more convenient for residents. This helps residents submit the necessary requests and payments correctly and on time. An online portal also simplifies the process of filing and organizing financial records and paperwork. This can allow you to process requests faster.
An online discussion board can be added to the portal to create a space for residents to talk with one another. This makes it easier to find volunteers for community events, activities, and committees. A discussion board also allows residents to help each other stay informed about upcoming community events and meetings.
Virtual Communication
Clear and open communication between the homeowners association (HOA) board and homeowners allows for more transparency and can help reduce compliance violations. Open meetings allow residents to attend and offer ideas for projects and events. During an annual meeting, homeowners have the opportunity to ratify the community budget, check on the board’s financial records, and vote on rule changes.
Keeping residents informed about upcoming meetings helps improve attendance. Consistent communication about project dates and assessments also allows residents to plan around project completion and pay assessments on time. Virtual communication methods make this process more efficient.
Emails, text messages, or communication through the online portal help residents to stay updated. You can also create an online newsletter with community announcements. A management team can create and send these communications on your behalf. This allows your association to focus on larger community projects, such as repairing shared spaces or engaging in remediation.
Electronic Voting
Residents have the opportunity to vote for the HOA and COA board members. A minimum number of voters, known as a quorum, is required for these votes. If the voting requirements are not met, the vote may need to be rescheduled, delaying results.
Some community association management companies offer electronic voting as a service. Electronic voting allows residents to vote without having to be physically present at the meeting. Homeowners can vote for a board member from their devices, such as a cell phone, tablet, or laptop. Once the resident has voted, they will receive a confirmation that the vote has been recorded. Electronic voting simplifies the process, reducing the need for paper ballots.
With electronic voting, residents do not have to rearrange their work or travel schedules to vote in person. Having a convenient voting option helps increase resident participation, making it easier to meet quorum requirements. Encrypted voting methods, including personalized links, keep votes private. Electronic votes can also provide a real-time audit trail, helping make sure that the voting process is fair.
Online ballots can be customized for other voting purposes. This includes community projects, policy changes, and surveys. This allows residents to provide feedback, helping the board make informed decisions about what changes will benefit the community.
Learn About Online Methods for Community Management
Technological solutions simplify day-to-day proceedings for community management. A management team is able to inform your board about available online tools and help with financial records, assessment collection, and budget formation. Find a community association management company today.
