The Role of Technology in Modern Community Association Management

Modern association management utilizes technology to encourage homeowner involvement. Some homeowners’ and condo owners’ association management teams offer online tools; these assist with communication and compliance. Here is more information about the role of technology in modern community association management:

Offers Convenient Communication

Technology makes it easier to share announcements and other communications with homeowners in the community, offering direct access to residents. An HOA or COA may utilize digital communication methods such as emails, text messages, or in-app notifications to keep residents informed. An online newsletter also offers a way to share community news. These digital tools provide homeowners with direct, convenient access to information about: 

• Meeting dates, agendas, and minutes

• Assessment collection dates

• Policy changes

• Project updates

• Board member elections

• Special assessments

• Community events 

Informing residents about policy changes and collection dates helps prevent miscommunication that could result in violations. This promotes compliance, allowing assessments to be collected on time and other community rules to be followed. Providing dates for meetings helps encourage attendance, and it enables more homeowners to share their thoughts with the HOA.

A community association management company can create messages and send them on the HOA’s behalf. Residents should also have a way to communicate with the HOA about concerns or ask questions. Having an email for the HOA makes it easier for residents to communicate with the board; this helps make the board more accessible to homeowners.

Provides Voting Alternatives

During annual meetings, home and condo owners have the opportunity to vote on board members, policy changes, and budgets. Board members are typically elected homeowners who work together to make decisions involving community maintenance and management. To vote on board members, a quorum must be reached, and this refers to the minimum number of homeowners required to conduct elections. These numbers can be reached in person or through a proxy. 

Some association management companies offer electronic voting methods. Electronic voting offers a convenient way to meet quorum, as it allows residents to vote from home with one of their devices. Residents are sent unique access links, and authentication and encryption protect voter privacy while preventing fraud. This method accommodates homeowners whose schedules do not allow them to attend in-person meetings. The votes are compiled instantly after the voting period closes. 

Simplifying the voting process invites more participation, and it allows additional representation from voters. Meeting quorum prevents having to reschedule meetings or delay the vote. A digital voting method can also preserve physical resources, such as mailers.

Streamlines Requests and Document Access

Some management companies allow their clients access to a centralized web portal; this tool helps fulfill individual homeowner needs. It allows homeowners to check their account status and make electronic payments, helping residents pay assessments on time and resolve incorrect balances. Residents can utilize the system to make and track maintenance requests, streamlining the process. 

To make changes to the appearance of their home, residents are required to submit an alteration request to the HOA. Homeowners also have the right to appeal violations if they have extenuating circumstances or if the notification was a mistake. HOAs typically require appeals and other requests to be made in writing; a web portal can provide digital access to these forms. This makes them easier to submit and track. 

Web portals make it easier to provide information to residents. The HOA is able to post announcements and documents on it that pertain to the entire community. Having the governing documents on the portal offers immediate access for homeowners, and it allows them to be informed of community rules and regulations as well as their rights. Additional benefits of a web portal include: 

• simplifies board member responsibilities

• provides a way to review invoices and track community-wide compliance

• allows board members to vote on architectural requests

Find a Community Association Management Company

Utilizing digital tools for association management can help create a more informed and compliant community. Tools such as web forums allow members to connect with one another digitally; this provides a convenient platform to plan events, form clubs, or discuss community solutions. A management company can assist with day-to-day administrative duties and financial requirements. To learn more about technology and modern HOAs, contact a reliable community association management company today.