Regular community meetings have always been a component of successful homeowner’s associations (HOAs). However, in today’s world, many of those meetings will be virtual. HOA communities in the St. Louis Metropolitan area race to catch up with the vast technological and cultural changes of the last few years
But you do not have to do it alone.
Whether you are a seasoned pro or new to virtual meetings, this guide will give you the practical tips and best practices you need to make your meetings as effective and efficient as possible.
Steps to a Successful Virtual HOA Meeting
Successful virtual HOA meetings are created by careful planning. Follow the steps below to ensure your next virtual HOA meeting goes off without a hitch.
- Choose the right platform.
Before you even begin to plan your meeting, you need to choose a platform to host it. There are many to choose from. Zoom, Google Meet, and Microsoft Teams are some popular options.
Consider the security, ease of use, video and audio quality, and extra features as you make your decision. Then broadcast your choice to the HOA community so that homeowners will go to the correct platform on the day of the meeting. - Set a clear and manageable agenda ahead of time.
No meeting—virtual or otherwise—will be successful without a clear and manageable agenda. You should also finalize and send out your agenda well before the meeting. Rushing to complete it the day of will not lead to a well-organized and engaging meeting for your homeowners. - Prepare for the meeting.
In addition to finalizing your agenda, you will need to make some other preparations when hosting a virtual meeting. These include testing the platform ahead of time to ensure all Board members are comfortable using it. You will also need to ensure that everyone has a microphone, camera, and internet connection. Doing the technological preparation in advance can help reduce technical issues during the meeting. - Maintain engagement during the meeting.
Sometimes, virtual meetings can feel less engaging to homeowners, but there are ways to keep your attendees involved. Encourage participation by using features like hand raising or chat. You could also employ polls and live Q&A to allow attendees to provide real-time feedback. - Record and document the meeting.
Finally, a big advantage of hosting a virtual meeting is that recording and documenting the meeting for the community is much easier. Most virtual meeting platforms have a record option. Assign a Board member to be in charge of the recording. Then, make sure to post it quickly to the community portal or social media pages.
If you are ready to take your virtual HOA meetings to the next level, contact Community Property Management (CPM) in St. Louis. We can help you streamline your process and ensure your meeting runs smoothly. Get started today by contacting our team, and enjoy the efficiency and effectiveness that a professional community management company brings to your HOA.