Benefits of holding virtual owners' meetings

At Southern We know that the digital age has given us great advances and facilities for communication in our daily lives and even more so during this pandemic: from virtual classrooms to online work meetings.

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

Implementing the use of communication applications to conduct virtual owners' meetings, which are indispensable while COVID-19 is still present, is helping us a lot. It is also important to note that the vast majority are free and easily accessible.

What are the benefits of holding virtual owners' meetings?

If we want to create a virtual community with the rest of the owners of our estate or complex, we mainly need the approval of the neighbours by means of a vote.

This method of holding virtual homeowners' meetings is simple and would benefit all of us, as we would avoid leaving our homes. In this way, we will prevent COVID-19 contagion and we will understand each other in a more pleasant way.

Also, after we have taken a vote to approve this virtual modality, certain criteria need to be taken into account. These criteria will help us to understand the advantages of virtual owners' meetingsof which we can name a few below.

1. It is free of charge

The first step is to register on one of the free platforms or web applications. From Zoom to Meet or whatever is safe. In this way, we will enjoy chatting and interacting with our neighbours from the comfort of our home.

2. Aim to solve problems

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

In this way, all of us as neighbours have a duty to contribute ideas or solutions to these problems. Positively engaging with our community is one of the most important benefits of virtual owners' meetings.

3. Virtual meetings anywhere

Even if we are away from our home area due to the COVID-19 pandemic, we can still connect. In this way, we will have concrete conversations with our neighbours. Whether at home or anywhere in the world.

We will also avoid unpleasantness between owners in the event that the meeting has to be cancelled. Because some face-to-face meetings are often held far from our homes. 

4. Easy access

In the case of a meeting, we have to define the platform or web application where the meeting will take place. We only need to create a user and access the videoconference or chat to interact with the owners.

It is important to know that to hold this type of meetings we can enter from our Tablet, laptop, PC or our mobile phone.

5. Access and distribution of information

The administrator, the president or the members of the board of our community will have many facilities. They will be able to provide us with accurate information. Therefore, before preparing for a meeting, they will be able to have their notes at hand.

These documents should include the reasons for convening the meeting, the possible cases, or the solutions to the problems that are the subject of the virtual owners' meeting.

Owners will also have a set time to report any problems or situations and request to discuss them.

7. Privacy and security

These meetings will be set up privately. This way we could enjoy virtual meetings in a secure way. We, as members, will have access to it by means of an invitation sent to our personal email. Although it all depends on which application we use for the meetings.

Also, through our Gmail or Hotmail account, we can save files related to the meeting. 

8. Effective communication

Through these conferences we will achieve effective communication. We will share our opinions, ideas and also clarify doubts regarding a topic. In addition, we can also make presentations with images and diagrams to point out the topics to be discussed. 

8. Grabation of joints

The meetings can be recorded for those residents who are unable to attend. In this way, we will avoid possible complaints from the neighbours. This would also benefit the people who were at the meeting.

Because they will have the facility to access the information again. In this way, we would be able to appreciate all the benefits of virtual owners' meetings.

8. Availability of timetable

We must establish a flexible timetable that adapts to the availability of the residents. In this way, we will determine the possible dates and times when the meetings will be held.

To do this, we can create a survey in Google Forms, which is nothing more than a form. This form must be filled out by each of us as owners.

9. Web applications or platforms

After determining the availability of time slots, we have to decide where the conferences will take place. A first notification can be via a Whatsapp or Telegram group.

Then we will indicate the time and the platform where the virtual meeting will be held: Google Meet, Zoom or even Skype. In this way, all owners will have access to the meetings as they are free and open platforms.

11. Virtual voting

Voting and surveys can be carried out during the meeting with full validity. There is sufficient legal coverage to ensure that the votes and resolutions taken at a virtual meeting are as valid as if it were a face-to-face meeting.

12. Avoid agglomerations

If we use the online modality, we will avoid the agglomeration of owners. Therefore, this would be one of the many advantages of online landlord meetings. We would also be reducing the risk of COVID-19 contagion.

In face-to-face meetings, we would have a higher rate of spread of the virus. Due to physical contact when greeting a neighbour, signing minutes or even handing over a report.

Today, the world revolves around digital communication. Therefore, we must reinvent ourselves as a society on a daily basis and be constantly innovating. If we manage as a community to stand firm in the face of any circumstance, we will achieve effective communication and the development of activities.