Tips For Running an Effective Remote HOA Board Meeting

Remote HOA board meeting

As Texas COVID-19 cases continue to climb to dangerously high levels, many community members are beginning to once again take a stronger stance with social distancing. However, the world continues to turn and thanks to technology, being socially distant doesn’t always mean shutting down business as usual.

This especially stands for HOA board members who must still hold board meetings and make important decisions that benefit the communities they serve. Remote meetings are among the latest trends for safe, effective meetings. So, if your board has decided to step away from the physical table and join the digital realm of communication, here are some tips for ensuring that your online meeting is one that really gets the job done well.

Agree on a Platform and Stick to It

In a mid-COVID world, there are so many different platforms to choose from when it comes to an online meetup. From free options like Discord video chat to more professional platforms like ZOOM, your board members may be overwhelmed by their choices.

Our suggestion is to research the possibilities, vote on a platform to use, and stay with that platform until in-person meetings resume. By staying faithful to one service, your board members will be able to ease themselves into using the program better with each meeting, resulting in less technical downtime.

Plan Ahead for Your Meeting

As with every board meeting, you’ll want your board members to be prepared for their talking points. Prepare an agenda and send it out in far enough advance for your board members to review. Ensure that any questions about items on the agenda are answered prior to the meeting so that the meat of your conversation revolves around action that benefits your constituents.

Keep Your Routine as Normal as Possible

Switching up how you conduct your meetings can easily throw the length, topics, and overall flow of your meeting off course. However, if you are able to hold a private “session zero” meeting, you can easily set boundaries that allow your meetings to stay as normal to an in-person meeting as possible.

Some of the essentials to discuss include:

  • Meeting frequency
  • The maximum length of a meeting
  • How early agendas should go out
  • Main objectives during this time of isolation

When in Doubt, Ask Your Management Team for Help

Remember, even though your board can still vote on objectives, there are still some limitations in comparison to an in-person meeting. Sometimes prior notice must be given to owners before a decision is made, and this can be difficult terrain to travel with newer board members.

Fortunately, your association management team will be able to provide you with the legal advice that you’ll need in order to ensure that the decisions you make during a meeting don’t go against state regulations.

Manage Your Community Efficiently With Excel Association Management

If your HOA community is ready to take its leadership to the next level for its members, Excel Association Management is here to help! We are a trusted, experienced HOA management team that can assist your board with any of the pressing issues that arise within a community. Contact us today to learn more about our services and how we’ve successfully helped communities like yours grow and flourish.

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