How to Make the Most of Your HOA Online Platform
A good HOA online platform will have everything you need to make the most of your community. It can streamline your management process, increase participation and improve decision-making.
It will also save you time, money, and energy. For example, traditional HOA elections are very time-consuming.
A homeowners association’s governing documents are essential to the proper functioning of an HOA. These documents guide board member decisions, establish property improvement rules, and set expectations for residents and the community at large.
The first of these documents is the Articles of Incorporation, which establishes the HOA as a legal entity. They also set out the basic structure and governance of an association, including a quorum requirement for board meetings.
Next, you’ll want to check out the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), which detail the rights and responsibilities of members. They include the obligation to pay assessments on time and maintain lots and units.
CC&Rs can be tricky to interpret and sometimes conflict with other provisions, which is why it’s important to have a legal expert review them before they go into effect. You’ll also need to know how to enforce them and appeal for non-compliance.
Communication is a critical part of HOA management. It helps members keep up with community news, issues, and board meetings. Without effective communication, the association can lose residents and create misunderstandings.
Often, community associations turn to third-party tools like Facebook and Nextdoor for communication. These platforms are free, widely used, and work on most devices.
However, these sites can quickly become a source of rumors and discord between residents. Bias can creep in and make your neighborhood pages seem like a rumor mill rather than an official voice for your HOA.
This can lead to tension and disharmony, especially if people post things that are contrary to your community’s rules or policies. With an HOA communication tool that integrates directly into your association website, you can monitor discussions and take action to remove posts that don’t uphold your standards.
A knowledge base is a great way to help homeowners find answers to their questions about the community. This can save your board members a lot of time because they don’t have to explain the same thing over and over again to different homeowners.
Some HOA online software also allows residents to submit support tickets directly through the website. This is a huge benefit for the homeowner and the HOA.
Residents will not only receive email notifications and responses, they will also be able to view the status of their tickets. This will help them feel more secure in their relationship with the community and its management.
The best software will come with an HOA member portal that enables residents to pay dues, update their information, view the events calendar, and respond to messages. This portal should also have a full contact database and be easy to search, filter, and update.
If your HOA requires residents to submit forms before making any changes to their homes, consider creating an online submission form that can be accessed on the HOA website. This will save time for homeowners and allow them to reach out directly to the board or management without calling or emailing.
Depending on the community’s architectural approval process, you may also want to include a file upload field so that residents can attach additional documentation such as a survey for their property or specific specifications for the proposed modification.
Homeowners will also benefit from having access to an online account statement, where they can see all the dues and fees they owe. This will help them stay on top of their finances and reduce the chances that they’ll be caught with unpaid fines.