Embracing the Digital Shift: Web Conferencing for HOAs and COAs

Web conferencing has been around for some time, but in an era of increased "social distancing," now could be the perfect moment to explore video conferencing platforms for your association.

Why Video Conferencing Matters

Even after the COVID-19 pandemic, web conferences for both business and family interactions are expected to continue. If you're new to online meetings, think of them as akin to chatting with loved ones via WhatsApp or FaceTime. Although in-person interaction is ideal, the affordability and convenience of video chatting versus travel is undeniable. It provides the same satisfaction of engaging face-to-face.

Video conferencing is a simple yet effective method to maintain communication without physical presence. It's a means to keep board interactions ongoing while maintaining necessary distances.

What Web Conferencing Looks Like

A virtual board meeting functions similarly to traditional ones. Board members can connect and communicate with colleagues from home, adhering to Robert's Rules of Order. This can be challenging, especially when the board has many ideas, but organization is key.

Here are some recommendations:

- The board president or a designated host should ensure the meeting stays on track, following the agenda.

- Conversations should remain civil and centered around agenda topics.

- Every participant should have a chance to speak before others offer additional insights.

- Direct questions to the host, though respectful discussions may occur among all members.

- Maintain a positive attitude. Courtesy helps, especially when differing opinions arise.

- Time management is essential. During unpredictable periods, every moment counts.

Choosing the Right Platform

Associations should select platforms that best suit their needs. Options like Microsoft Teams, GoToMeeting, Cisco WebEx, and Zoom are popular choices. An evaluation of the platforms, considering cost, community size, meeting frequency, and participant capacity, will guide the decision.

1. Recording Features

These tools enable board members to review meetings for accurate documentation.

2. Screen Sharing

As physical document exchange is limited, screen sharing serves as a valuable alternative. Sharing presentations, reports, and website navigation can replicate in-person interactions.

3. Visual and Audible Communication

Non-verbal cues are crucial for understanding communication. Video conferencing allows participants to see and respond to each other's expressions, maintaining order and clarity.

4. Structured Meetings

Invitations with agendas help members prepare for discussions, leading to informed and efficient meetings.

5. Reduced Travel

With virtual meetings, travel is minimized, saving time and reducing expenses.

6. Increased Attendance

Eliminating travel costs can boost homeowner participation, as meeting from home becomes a convenient option.

7. Opportunities for Improvement

Enhancement resources, like body language tips, are available to optimize video conferencing experiences.

8. Sustainability

Adopting web conferencing is a forward-thinking approach, acknowledging its necessity and efficiency. It supports communication flexibility and cost-effectiveness, appealing to associations.

Exploring the Silver Linings

1. Video conferencing allows community and family time to balance. It could become the "new normal."
2. Associations will stay safe. Once the technology is mastered, its advantages become clear.
3. Eventually, life will stabilize, and in-person meetings may resume. Being prepared for unexpected situations is always beneficial. The lessons learned in this process serve as valuable tools for community leadership.