Virtual, In-Person, or Both?

 By Nicole Peterson, CMCA®,

AMS®, PCAM®

The virtual meeting environment is far from perfect, but if navigated with care, brings with it the potential for increased participation, beneficial exchange of ideas, and expanded collaboration.

There have been no shortage of cliché-ridden articles, emails, and other missives concerning “the new normal” these last few years. Take heart and please don’t turn the page, dear reader; this IS NOT one of those. Nowhere in what follows will there be any discussion of, “these uncertain times.” That the COVID-19 pandemic delivered additional levels of complexity to this already challenging and demanding vocation of ours is evident, but where the meek avoid obstacles, we in the community association management field must overcome them; it’s what we do. The article that follows will explore one of the most significant adaptations we have been called upon to make—integration of the virtual meeting environment. It will conclude with tips to maximize the “pros” while minimizing the “cons,” because whether they are viewed as a silver lining or a pestilence, the virtual meeting in one form or another is clearly here to stay. In September of 2021 the requirement for a physical board meeting location was temporarily waived in California on the basis of the declared public health emergency and virtual board meetings were deemed permissible (Civ. Code § 5450). Current projections indicate that California Governor’s office plans to terminate the emergency classification in February of 2023. Thereafter, purely virtual board meetings will be prohibited under the Open Meeting Act, but a word of warning to those eager to slam the lid of the laptop down once more and for good; many communities already have or will soon opt for “hybrid” meetings. Those who prefer virtual attendance will be accommodated via now familiar platforms such as Zoom and attend on a terminal alongside those who have eagerly awaited the return to in-person. Community managers, board members, homeowners, vendors, and anyone else hoping to make the most of things will do well to remember the advantages and disadvantages of each modality and optimize meetings as best they can to keep agendas on track and attendees engaged in person and on screen (sometimes simultaneously). Whether you are hosting a virtual or hybrid meeting or simply attending one, awareness of the pros and cons is the first step to using them to your advantage and/or overcoming them. Whichever the case, by bearing in mind the potential gains and losses each stands to deliver, all attendees increase the odds for an efficient, effective, and productive meeting. In the words of baseball great, Roger Maris, “You hit homeruns not by chance, but by preparation.” Beginning with the good news, virtual meetings have been an absolute gamechanger. They are a cost effective, efficient, and convenient means of attending for off-site stakeholders with competing responsibilities or other factors which make leaving their local environment a hardship. Meeting virtually means that you can meet more often and do so using just about any device. It also means expanded access to a wider base of consultants with expertise who might not otherwise be accessed. With these benefits, however, come considerable challenges. What is gained in accessibility for some represents a limitation to others who may not be as technologically adept. In-person, there is a more organic form of discourse and networking possible between attendees. The need for structure that makes an organized virtual meeting possible also dilutes the energy, making participation grueling at times and limiting

opportunities for real interaction. While more may join, some will simply go unnoticed, making it difficult for many with valuable contributions to make themselves known. Then, of course, there is the opposite problem to contend with; the loudest attendees may monopolize the discussion. And what about the technical issues? Oh, the technical issues (sigh). Virtual meetings can be hard but not impossible to get right; they just require a calculated approach and finding success means going in like a good Scout would: BE PREPARED! Whether you are planning to facilitate a meeting or looking to merely participate in a more meaningful way, consider these three simple strategies to avoid or overcome common issues:

1. CONSIDER COLLECTING QUESTIONS IN

ADVANCE. Using an HOA Board Meeting as an example most readers of FOCUS Magazine can relate to, consider soliciting homeowner forum questions in advance of the meeting or encouraging the insertion of those questions into the chat sidebar. The manager or facilitator can read them aloud at the appropriate time and invite the participant/author to expand on as necessary.

2. JOIN (OR OPEN) MEETINGS EARLY AND START

WITH A “TECH CHECK.” Regardless of whether you are the host or an attendee, don’t waste valuable meeting time troubleshooting sound and video issues. Meeting hosts are encouraged to take a moment before any call to order to ensure everyone can see and hear properly. Consider asking everyone for a quick thumbs up before proceeding to the agenda.

3. LESS PRESENTATION TIME, MORE DISCUSSION TIME (AND SHARE THE SCREEN ONLY WHEN

NECESSARY). To make up for the lack of personal interaction and increase the likelihood that online attendees are engaged and not zoned out or multitasking, consider modifying the agenda of your meeting so it is built around discussion or interaction rather than coming across as a one-way broadcast. It is good practice to have any speakers screen-share only sparingly and let your online attendees see you and each other (which also means encouraging attendees to turn cameras on). The above suggestions represent a place to start. There will be as many challenges ahead as there are unique scenarios. No two communities or situations are identical and methods useful in some situations will not apply to others. For that reason, it is strongly recommended that feedback be solicited regularly from attendees. It is a great way to learn what worked (and what didn’t) so community association managers, facilitators, and participants can adjust and fine tune the process on a continued basis. The virtual meeting environment is far from perfect, but if navigated with care, brings with it the potential for increased participation, beneficial exchange of ideas, and expanded collaboration.

Nicole Peterson, CMCA®, AMS®, PCAM®, is General Manager of Elleven Homeowners Association, a high-rise community in Downtown Los Angeles. She is a veteran of the United States Air Force and holds a Bachelor of Arts degree in English Language and Literature with a minor in Communications. Nicole can be reached at npeterson@actionlife.com.