11 Virtual Meeting Tips for HOA Board Members

Because residents often have busy schedules, participation in homeowners’ association (HOA) meetings can be challenging. However, a significant number of HOAs now hold virtual meetings to make it easier for homeowners to attend and engage with the board and fellow neighbors.

A virtual HOA meeting is a gathering that’s hosted on a digital platform, like Zoom or GoToMeeting. Using video conferencing tools, audio calls, and a chat application, participants can connect, collaborate, and discuss important community matters virtually. While many HOA boards see the value of virtual meetings, there are ways to maximize this form of communication. Read on for tips to make the most of your virtual HOA meetings.

1. Check Your Governing Documents and State and Local Laws

Before setting up virtual meetings for your community, check your HOA governing documents and local and state laws. There may be restrictions or requirements regarding virtual communication methods. Confirm what types of meetings and processes are permitted and take steps to comply with legal guidelines.

2. Send Meeting Notices Well in Advance

To maximize attendance at your virtual HOA meeting, send a meeting notice well in advance. While notification requirements vary by association, typically, residents should be notified of board meetings seven to 30 days in advance, and 30-day notices should be given for annual meetings. It’s important that residents know when and how to participate, so they can make plans to attend. In your meeting notice, include:

·         Meeting date

·         Meeting time

·         Virtual meeting platform

·         Steps on how to sign into the meeting

·         Troubleshooting tips

·         Contact for technology questions and issues

3. Share the Agenda Ahead of Time

When virtually connecting with homeowners, consider your HOA meeting notice requirements and share the agenda prior to the meeting. Notifying residents in advance lets participants know what will be discussed and encourages the board to stay on topic.

Giving residents time to review the homeowners’ association meeting agenda could also boost attendance if they see that specific issues are up for discussion and want to provide input.

4. Prepare for the Meeting

The best thing board members can do before an important meeting is prepare. When community leaders are ready, well informed, and confident, it shows residents that you care about the community and are invested in its success. To prepare for a virtual meeting:

·         Review related documents, like past meeting minutes and financial reports

·         Arrange your workspace so it’s clean and organized when you’re on camera

·         Complete tasks before or after to avoid multitasking during the meeting

5. Test the Technology

Before hosting your virtual meeting, familiarize yourself with the platform and technology you’ll use to conduct the meeting. You want to feel comfortable with navigating the platform and know how to use key features like:

·         Muting and audio controls

·         Screen sharing

·         Private chat boxes

·         Recording the virtual meeting

It’s a good idea to do a test run to get the lay of the land before going live with homeowners. Try the features you’ll likely need for the HOA virtual meeting and troubleshoot for scenarios that may occur.

6. Start on Time

Punctuality is vital for virtual meetings. If residents join the meeting at the designated time and it hasn’t started, they might assume something went wrong and give up prematurely. It could potentially discourage residents who are unfamiliar with virtual technology.

Here are tips to ensure your HOA virtual meeting starts on time:

·         Log in early and have your agenda and notes ready to go

·         Share login details and instructions before the meeting

·         Let homeowners know who they can contact if they have trouble logging in

Starting the meeting late is also disrespectful to everyone’s time and could spark some frustration in homeowners who went out of their way to join.

7. Communicate Ground Rules at the Start of the Meeting

Instead of diving right into your agenda, set ground rules at the top of your meeting. You want to create a respectful, collaborative, and streamlined experience for all participants with virtual meeting guidelines, such as:

·         Keeping track of their “mute” status

·         Following along with the agenda

·         Waiting for the appropriate time to give input or feedback

·         Keeping their cameras off when instructed

·         Avoiding activities that are distracting to meeting hosts and attendees

·         Respecting everyone’s time and opinions

8. Set the Tone

How you open the meeting will set the tone for the rest of the session, so aim to be friendly, welcoming, and positive. Attendees are more likely to engage if they feel relaxed—especially when they’re not used to meetings on a virtual platform.

Board members should also focus on maintaining a clean meeting space and establishing a professional appearance. Things that can help include:

·         A plain or neutral background

·         Optimal lighting in front of your face

·         High-quality audio equipment

9. Use Visuals

A big benefit of remote HOA meetings is engaging participants with different visuals. You can share your screen, making visuals more interactive, informative, and relevant to what you’re discussing. It’s often easier for people to understand or retain information when presented both visually and verbally. Visual examples include:

·         Graphs

·         Pictures

·         Videos

·         PowerPoint presentations

Using visuals also helps make the meeting more exciting and draws attention to high-priority issues. If a board member or homeowner has an interest in graphic design, an HOA virtual meeting is an excellent opportunity to put those skills to good use!

10. Record Clear and Concise Minutes

Most associations require meeting minutes to be recorded because they serve as official documentation of the meeting. These records can play a role in financial planning or legal processes, so board members must record minutes as accurately as possible. You can use an HOA meeting minutes template to see exactly what should be included.

To help you do this, record your meeting if permitted by your HOA’s bylaws and state regulations. After the meeting, you can review the recording to ensure you didn’t miss any crucial points in the minutes.

However, the meeting host should be the only one who can record the session. Turn off participants' ability to record the meeting to protect homeowners and the association’s privacy.

11. Have a Backup Plan

While virtual meeting technology has many benefits, things don’t always go as planned. If technology fails, you should have a backup plan to regain control of the meeting, such as:

·         Having a backup headset, microphone, or computer

·         Designating a facilitator to help attendees during the meeting

·         Providing clear instructions on what to do if homeowners lose connection

·         Having a backup speaker or moderator until a dropped host can reconnect

A Board Member’s Guide to Running Better Meetings

For HOA meetings to be successful, board members must communicate clearly, and homeowners must participate in the process. Fortunately, digital platforms and tools make it easier for communities to achieve their goals with remote HOA meetings.

If your board is looking for ways to run your HOA meetings more effectively, check out our ebook, “A Board Member’s Guide To Running Better Meetings.” In it, we share insider tips to help you promote meeting attendance and enhance productivity.