This year, more associations relied on technology in HOA management. Technological advancements tend to move fast, and next year will be no exception. Gone are the days of manual processes and hard copies. Digital tools reshaped daily operations and homeowner interactions this year, and it looks to be more of the same moving forward.
The Role of Technology in HOA Management
We live in a fast-paced environment, and this is highly reflected in modern HOA management. There is a growing demand for efficiency and speed, with less time spent on tasks and more time spent on decision-making. So it comes as no surprise that associations everywhere are embracing tools that reduce manual work.
By integrating technology in HOA management, associations can automate tedious tasks, improve communication, and streamline processes. HOA software, online portals, and mobile apps are redefining management operations. Today, homeowners expect the same digital convenience in HOAs as they do in banking, government, and even shopping.
Key Technologies in HOA Management This Year
This year saw a sizable shift toward the use of modern management tools. Associations throughout the country have incorporated digital platforms and processes in their daily operations. Management companies now use HOA software as a selling point when marketing to potential clients.
While technology in HOA management has slowly improved over the years, this year highlighted key tools and features. These include online portals, e-billing and automated payment systems, automated reminders and notifications, digital ARC requests, mobile access, digital violation tracking, cloud-based document storage, work order management systems, virtual and hybrid meetings, online voting and election tools, and communication platforms.
Let’s discuss each one below.
1. Online Portals
Communities with online portals tend to be favored among potential buyers. These portals offer a single hub for payments, documents, forms, and announcements. They promote transparency among boards and residents and allow for easier recordkeeping. With online portals, boards experience fewer errors in administrative work.
2. E-Billing and Automated Payment Systems
Homeowners are less likely to forget their dues payments with the advent of electronic billing. Associations have adopted auto-pay, resulting in fewer delinquencies and improved cash flow. Electronic billing has also reduced clerical workload for management staff and board members behind the scenes.
3. Automated Reminders and Notifications
Associations were able to send out automated reminders for assessments this year. Moreover, technology allowed for the easy distribution of meeting notices and violation letters. These support faster communication and fewer information gaps.
4. Digital ARC Requests
Associations are allowed to complete and submit ARC requests digitally. This streamlined the workflow for architectural reviews, which resulted in faster approvals and better documentation. Plus, digital copies make for a more permanent record of actions, especially when stored in the cloud.
5. Mobile Access for Boards and Homeowners
Mobile websites and apps were quite the rage this year. Homeowners and board members could access tasks and documents anytime, anywhere. These tools not only allowed for convenience but also improved engagement with residents.
6. Digital Violation Tracking
Many programs allowed for digital violation tracking, photo recording, and even GPS tagging. Boards were then able to send instant violation notices to homeowners. This made for clearer documentation, especially when it came to appeals and following up on remedies.
7. Cloud-Based Document Storage
There was a heavy shift to cloud-based storage this year, serving as a more permanent digital archive of important documents. Boards could upload contracts, notices, resolutions, and minutes into the cloud.
With this, boards can easily search their database for specific documents instead of rifling through countless pieces of paper. There is also a lower risk of losing paperwork, particularly when board members turn over.
8. Work Order Management Systems
Advancements in work order management systems enabled online submissions and tracking of requests. Associations could also schedule vendors and ask for status updates with ease. Finally, boards could log preventive maintenance work and reminders.
9. Virtual and Hybrid Board Meetings
Many states carried over legislation from the pandemic that allowed for virtual or hybrid meetings. This year, virtual meetings played a key role in increasing attendance and engagement among homeowners. Board members with busy schedules also enjoyed more flexibility through remote communication.
10. Online Voting and Election Tools
For associations that were legally permitted to hold online voting, modern tools enabled higher participation and faster tallying. Homeowners also gained quick access to results, thereby promoting transparency in communities.
11. Communication Platforms
This year, board members used mass messaging tools to ensure greater transparency and more efficient communication. These tools also allowed for the quick dissemination of emergency alerts. With communication tech, boards reduced their workload by scheduling updates, too.
Benefits of Modern HOA Management Technology
Some communities may still feel hesitant to take the plunge and convert to modern tools, but the benefits are clear and far outweigh the pitfalls. These include:
- Fewer missed payments due to electronic billing and reminders,
- More stable and predictable revenue as a result of lower delinquencies,
- Clearer and more accurate records,
- Faster response times from vendors, boards, and managers,
- Fewer backlogs in work orders, ARC requests, and violations,
- Reduced administrative workload for board members,
- Better transparency for homeowners, and
- Higher homeowner satisfaction.
Smaller associations and those with a larger demographic of tech-illiterate residents shouldn’t be afraid to embrace technology. These communities can make adjustments to accommodate their needs better. There are plenty of affordable options that won’t require small HOAs to invest large sums. Associations can also retain some manual processes for residents who need them.
Technology in HOA Management: What the New Year Brings
Technology may have gone a long way this year, but there’s a lot more ground to cover in the next. The new year brings a bevy of new features and enhancements, including but not limited to:
- Smarter Management Platforms. This includes AI-supported functionalities for communication, budgeting, maintenance planning, and violations. Platforms may integrate predictive insights to reduce costs.
- Expanded Mobile Features. Advancements include real-time inspections, on-site violation creation, and mobile voting for annual elections (if permitted by law).
- Enhanced Data Security. With more industries leaning on technology-driven tools, data security and privacy take top priority. The new year brings stronger encryption and stricter access controls.
- Smart Device Integration. Tools will eventually come equipped with smart device control, including cameras, sensors, and even license plate readers.
- Improved Self-Service Functions. Homeowners can look forward to self-guided coordination for move-ins and move-outs, more streamlined online maintenance requests, and real-time account histories.
- Better Board Collaboration Tools. The new year may introduce board-only portals that make it easier for leaders to plan budgets, review contracts, and track tasks.
The Future of Technology in HOA Management
As technology continues to move forward, so will HOA management platforms. Association boards should adapt to these changes by updating their policies, preparing for the digitalization of operations, and educating homeowners. Of course, while self-management remains an option, communities will have a smoother transition with the help of HOA management companies.
Clark Simson Miller offers remote HOA management services to community associations. Call us today at 865.315.7505 or reach out to us online to request a proposal!
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