Benefits of holding virtual owners’ meetings

In Meridional We know that the digital age has brought us great advances and made communication much easier in our day-to-day lives, particularly during this pandemic: from online lessons to online work meetings.

Specifically in our property management sector, and thanks to these new technological tools, we are benefiting from, amongst other things, the benefits of holding virtual owners’ meetings from the comfort of our own home. 

Implementing the use of communication apps to hold virtual owners’ meetings – which are essential whilst COVID-19 remains a threat – has been a great help to us. It is also important to note that the vast majority of these apps are free and easily accessible.

What are the benefits of holding virtual owners’ meetings?

If we want to set up an online community with the other owners in our estate or complex, we first need to obtain the neighbours’ approval through a vote.

This method of holding virtual owners’ meetings is straightforward and would benefit us all, as it would mean we wouldn’t have to leave our homes. In this way, we would help prevent the spread of COVID-19 and be able to communicate more easily.

Furthermore, once we have held a vote to approve this online format, we need to bear certain criteria in mind. These criteria will help us to understand the advantages of virtual owners’ meetings, some of which are listed below.

1. It’s free

The first thing to do is to sign up to one of the free platforms or web applications. From Zoom to Meet or whichever one is safe. That way, we can enjoy chatting and interacting with our neighbours from the comfort of our own homes.

2. Aim: to solve problems

It is a way of involving the whole community in solving problems that cannot be put off. We all need to be aware of what is happening in our community and be able to take action.

In this way, all of us residents have a duty to contribute ideas or solutions to these problems. Making a positive commitment to our community is one of the benefits of virtual owners’ meetings.

3. Virtual meetings anywhere

Even though we may be away from home due to the COVID-19 pandemic, we can still stay in touch. This way, we can have meaningful conversations with our neighbours, whether from home or anywhere in the world.

Furthermore, we will avoid any hard feelings amongst owners should the meeting have to be cancelled. This is because some face-to-face meetings are often held some distance from our homes. 

4. Easy access

If a meeting is arranged, we need to decide which platform or web application will be used. All we need to do is create a user account and log in to the video conference or chat to interact with the owners.

It is important to note that we can log in from our tablet, laptop, PC or mobile phone to take part in these kinds of meetings.

5. Access and dissemination of information

The administrator, chairperson or members of our community’s board will find this very convenient. They will be able to provide us with accurate information. Consequently, before preparing for any meeting, they will have the benefit of having their notes to hand.

These documents must set out the reasons for convening the meeting, any possible scenarios, and the solutions to the issues to be discussed at that virtual owners’ meeting.

Furthermore, owners will be given a set period of time to report any problems or issues and to request a discussion on the matter.

7. Privacy and security

These meetings will be organised privately. This will enable us to hold virtual meetings safely. As members, we will be able to access them via an invitation sent to our personal email addresses. However, this will depend on which app we use to organise the meetings.

We can also use our Gmail or Hotmail account to save files relating to the meeting. 

8. Effective communication

Through these talks, we will be able to communicate effectively. We will share our opinions and ideas, and also clarify any queries we may have on a particular topic. In addition, presentations can be given using images and diagrams to highlight the topics to be discussed. 

8. Recordassembly of the joints

Meetings may be recorded for residents who are unable to attend. This will help us avoid any potential complaints from them. It will also be of benefit to those who did attend the meeting.

Because they will be able to access the information again. In this way, we could appreciate all the the benefits of virtual owners’ meetings.

8. Availability of time slots

We need to establish a flexible timetable that suits the residents’ availability. In this way, we will be able to identify the possible dates and times for the meetings.

To do this, we can create a survey in Google Forms, which is simply a form. Each of us, as owners, must complete this form.

9. Web applications or platforms

Once we have established the availability of timeslots, we need to decide where these talks will take place. An initial announcement could be made via a WhatsApp or Telegram group.

We will then provide details of the time and the platform on which the virtual meeting will take place: Google Meet, Zoom or even Skype. This way, all owners will have access to the meeting notices, as these are free and open platforms.

11. Online voting

We can hold valid votes and conduct surveys during the meeting. There is sufficient legal basis to ensure that votes and resolutions passed at a virtual meeting are just as valid as if the meeting had been held in person.

12. Avoid crowds

If we hold the meeting online, we will avoid large gatherings of homeowners. This is therefore one of the many advantages of online homeowners’ meetings. It will also help to reduce the risk of COVID-19 transmission.

At face-to-face meetings, we would see a higher rate of virus transmission. This is due to physical contact when greeting a neighbour, signing a document or even handing over a report.

These days, the world revolves around digital communication. That is why, as a society, we must reinvent ourselves every day and constantly innovate. If, as a community, we manage to stand firm in the face of any circumstances, we will achieve effective communication and the successful delivery of our activities.