Emerging Technologies

By Ani Keshishian, CMCA Infinity Property Services

Has technology redefined community association management, especially post-COVID? You bet it has! While technology plays a significant role in our everyday lives, in the world of Community Association Management, technology helps us organize and complete a multitude of tasks, communicate more effectively, and collaborate well with team members.

Virtual Meetings

Do you remember sitting in traffic, staring at brake lights in front of you, while nervously trying to arrive at a board meeting on time? Virtual meeting platforms have changed all that, giving us options to meet from anywhere at any time. It is not surprising that virtual meetings have become the preferred way of holding board meetings, providing efficiency and convenience for community owners/members, directors, and management. In addition, by taking away unnecessary travel time for everyone, virtual meetings naturally increase productivity and boost attendance.

Accessibility to Association Documents

Information systems such as portals and websites are a great place to publish and save association governing documents and other important information. You no longer need that heavy and dusty black 4-inch binder with the name of the HOA imprinted on the spine, with copies of the voluminous documents inside. Document digitization and Cloud Storage services provide easy accessibility and organization. Owner and director access to financial statements, annual reports, and other documents promote transparency and clarity. Many homeowners enjoy being able to view and retrieve billing statements online, allowing them the freedom to conduct their business at any time of the day or night. And the payment of assessments is now easy, convenient, and secure.

Management Software

Management software systems have advanced and improved the overall efficiency of this fast-paced, multitasking occupation of caring for communities. Implementing management software benefits both the management side of the business, as well as the membership side. Inquiries are received in the management software via email, from the portal, or the mobile app. Service requests are revised and then assigned to a service provider all from within the software. Invoices arrive digitally and are processed in the management software, following a workflow-based process that is defined based on proper controls and procedures.

Architectural change requests can be documented, reviewed, authorized, and processed. All communications with homeowners and service providers are memorialized in one central system for easy access and review. Property visits no longer require a clipboard and a digital camera. Compliance photos are captured from within the management software mobile app using a smartphone or a tablet. The letters and notices are auto generated with a few clicks and delivered without manual intervention.

Communication

We have transitioned from only phone and faxing communication to email and text. The communication expectations are now prompt and communication by text is instant. Reaching our clients via email and text and email broadcasts deliver timely information to homeowners. We now can connect with homeowners or service providers from anywhere and in between appointments with no interruptions. The evolution of technology has ensured this rapid communication and has provided quick mass communication during emergencies and natural disasters.

Technology and Efficiency

Technology helps managers to complete tasks and stay organized. Tasks can be created in management software and followed through daily. The system sends alerts and escalates tasks to meet the needs of managers and their clients. Creating a calendar for annual, monthly, and daily tasks and appointments to stay organized and complete tasks in a timely manner. Management software calendars can trigger service requests, reminders, and other processes all in one software. The use of digital files also helps stay organized and clutter-free. Functions that were once manual and timeconsuming can be achieved efficiently and on time.

As much as technology has made our lives much easier and clutter-free, we must remember that we might still need the, “To Do List” on our desks. The list of tasks we like to use because it gives us a sense of fulfillment when crossing out a completed task is still meaningful. Using technology and communication through texts and email can indirectly make us disconnected. We will always have homeowners who prefer receiving that personal phone call or paper statement. We need to adapt to each homeowner’s needs and always remember that we are in the business of customer service and people management. We have embraced technology for reasons beyond just time management and productivity. We welcome the introduction of new technology to improve our ability to provide efficient service and because of our care for our planet and hope that we create a smaller carbon footprint by incorporating technology into our management process.