Managing an HOA Virtually

As the nation turns to “virtual everything” in the wake of COVID-19, Aperion will continue to do what they’ve always done: mange Homeowners’ Associations (HOAs) with community and care in mind.  It may seem daunting to feel like you must be onsite or in a face-to-face meeting to convey both care and community, but there are some simple steps you can take to effectively and efficiently manage HOAs in a virtual landscape. If you’re looking to continue to manage while maintaining distance, here are some tips:
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• Use Email for Communication

Communication with owners is critical as they are engaging with each other and the management company on more of a virtual/online basis.  Regular e-blasts from the management company to the owners can help keep everyone on the same page.  Managers can communicate facility closures, landscape contract start dates and important project updates to the members all at once by setting up an efficient email distribution system.  Community newsletters are a nice visual way to consolidate information and connect the community members.

• Switch to Virtual Board Meetings (They’re Better, We Swear!)

Board meetings should still happen on a regular basis to handle the necessary business of the association.  There are budgets to approve, owner concerns to address, and contracts to renew.  All of these items and anything else pending Board decision can be handled in a virtual meeting setting.  The manager should take some time to discuss the logistics of the meeting with the Board President/Chairperson to keep the meeting organized and on track.  A basic script may be helpful as part of the pre-planning process as well.  Annual meetings are a little trickier to conduct virtually, but not impossible.  A predetermined script is a great tool for annual meetings as they tend to follow a set order and it’s important to make sure no steps are missed. 
 
A basic presentation that owners can follow along with online during the meeting can help on the visual side for board members or managers who do not wish to be on camera.  Associations that have not used directed proxies in the past may want to consider this option so that votes can be collected and counted in advance of the annual meeting.  There are options for collecting votes online – please check with your manager and consult your governing documents and local regulations first before setting up an online vote.

• Use Digital Formats for Submittals, e.g. Architectural Plans

Many owners are using this time to plan improvements to their home.  If your community hasn’t already transitioned to all-digital architectural plan submittals, now is the time to do so.  Gone are the days of submitting three copies of huge rolled up plans on giant pieces of paper.  Fillable PDF submittal forms are a great, easy way for owners to ensure they complete all the required information prior to submittal.  Plans can be sent to the manager in digital format so the manger can then forward them to the committee members for review.  Active plans can be shared on an online file sharing site for easy access.  Committee members can meet by teleconference either as-needed or on a set schedule to keep the plan review process moving.

• Use Photos for Compliance and Vendor Management

Managers can continue overseeing vendor progress and performance through regularly scheduled community tours.  So long as distancing measures are enforced, managers can walk the community to check on common area and to review homes for compliance issues.  Board members, vendors, and community members can help by sending in digital photos of issues such as broken irrigation heads, damaged fencing, and compliance matters to the community manager.  So long as the photo shows the location and issue of concern, it will work just as well as the manager heading on site to check in person and therefore can speed up the remedy.

• Offer Board Trainings Online – Stay Engaged!

Board members can remain engaged and educated by attending online training courses provided by the management company or other industry approved organizations such as Community Associations Institute.  These training sessions cover a wide variety of topics from board basics to accounting essentials.  Check with your manager to find out when their next Board training event is scheduled!

Using the steps outlined above, it’s easy to quickly find yourself and your company at the forefront of virtual innovation in the HOA management industry. Virtual management isn’t only a temporary change, but it is also needed looking into the future as more and more companies take their services online. Don’t be left in the hypothetical dust – use technology and continue to conn​ect!

By Maureen Radon, CMCA, Aperion Senior Community Manager

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