Monthly Archives

June 2021

Welcome to the CV Team: Paras Anand, Meeting Coordinator

Q: You’re the new Meeting Coordinator at CV. What do you hope to accomplish in your new role?
A: I must say we have a great team where everyone appreciates and complements each other. I aim to work proactively and cooperatively work with each one of them to make CV more successful. My goal is to efficiently and effectively coordinate Virtual Meetings by providing all the technical support/assistance to our clients and team members.

Q:  What business skills or talents do you need to be a great meeting coordinator?
A: I would say a Meeting Coordinator must know how to work well under pressure and should be able to respond quickly and calmly to last minute changes. It is a tough job to manage six to seven meetings virtually at the same time.

Additionally, I believe to manage the meetings efficiently, excellent planning and time management skills are very important. One has to be in constant touch with all the moderators throughout.

Last, but not the least, in my opinion a meeting coordinator must have strong people skills and should be able to get along with a wide variety of personalities.

Q: What client concerns have you been able to address since you started (or in your previous role?)
A: It has not been an easy job and definitely not virtually as this is entirely a new world which people are not used to. Initially when the government allowed condominiums to hold their meetings virtually, there was a flood of meetings where I was, in addition to coordinating the meetings, also moderating them.

I remember a meeting where about ten unit owners (mostly elderly) were not able to get into their virtual Annual General Meeting. I was getting back to back calls while moderating a meeting. I very calmly helped each one and made sure that all of them were able to get into the meeting. Even the property manager was facing technical issues. Later, after the meeting my efforts were highly appreciated by all the board members, unit owners and by the property manager as well.

Q: Finish this thought – One thing I believe I do really well is …
A: Manage time.

Q: What have you learned about yourself during the pandemic?
A: The pandemic has made me realize that I’m good at multi-tasking. I have definitely learned that my drive to succeed is not affected by obstacles, I have used this as an opportunity to help me grow, network and learn a lot about the virtual world. I have updated myself by learning a lot of technical things which really help me coordinate the virtual meetings, which I strongly believe are here to stay. This has helped me get a long way in making these meetings a success. With each day I learn something new and keep updating myself with the new technology.

I strongly believe that a lot of things can be done without paper, for example paper proxies, our work notes etc. We can definitely use our laptops/desktops/phones etc. thereby saving paper and contributing a little to save the environment.

Also, I have learned to try and find one positive thing a day – everyone has the ability to shine and preserve through this time. It’s a matter of believing in yourself and keeping the end in mind.

Q:  What’s your favourite part about being a meeting coordinator for virtual meetings?
A: I love that I have a direct means to create a new experience for people and facilitate a happy environment. Seeing everyone connecting virtually does boost my morale. Executing the meeting in itself is a great feeling, knowing that you helped a group of unit owners hold their meetings while sitting at home is exciting.

Interview with Diane Rouleau, RCM of Freure PM

“We hit all our points!”

“We’ve completed all our virtual AGMs now for the year,” said Diane Rouleau, RCM, OLCM and Assistant Property Manager with Freure Property Management Ltd. Diane, a 10-year+ RCM, along with the Property Manager, manage six properties for Freure in the Kitchener-Waterloo area. A seventh property will be added from the developer in June. “Because we take on properties to manage directly from the developers, the whole condominium ownership is an education process for new owners and tenants.”

They began the search for a virtual meeting provider later in 2020 and, after conducting interviews, selected CondoVoter. “Our corporations each created a ‘virtual meetings and electronic voting bylaw’ and these were passed by a majority of units,” she explains. The bylaw will continue to allow the corporations to conduct their AGMs and electronic voting virtually.

When reflecting on all the recently completed virtual meetings Diane said, “It’s been awesome! The moderators were fantastic. All CondoVoter staff have been lovely to deal with. They’re well-versed and keep our meetings on track. Even our seasoned directors love them [virtual meetings].”

In recent months, CondoVoter tweaked several of its features and added new ones to its services. One of Diane’s favourite features has been the Management Portal. “I get to see which units have pre-voted and when I’ve hit quorum. Once I know this, I can breathe easy. It’s a relief.”

She also allows that meeting pre-registration is a great help. “We’ve been able to achieve 75% participation with virtual meetings. Sometimes we’ve only made 25% participation with in-person meetings.”

Diane has been pleased with the ease of use with virtual meetings that help make owner attendance and participation easier. “Some owners I know, especially those who work shifts, have even been able to log-in to attend the AGMs from their place of employment.” To date, Diane has not come across an issue with their older demographic owners not being able to attend virtual meetings. “Last year perhaps only two out of 64 owners at one corporation didn’t have computer access. All our owners are quite tech-savvy.”

She explains a number of other benefits, especially for managers. “As a property manager I find virtual meetings to be a ‘safer environment’. I still recall in horror an in-person meeting when police had to be called,” she adds with a huge sigh. “With virtual meetings there seems to be more control over speakers and less opportunity for expressing anger or negativity.”

“I’ve also found that while in-person meetings have sometimes run up to 2.5 hours, we can complete all the obligations of an AGM in one hour. There are fewer questions from the floor. Shorter meetings, being more efficient, are also great when working from home.”

Lengthy in-person meetings, at least for now, seem like a distant memory. “With the security of CondoVoter as our third-party provider, they keep us on track and we can hit all the agenda points we need to.”

 

New 2021 Pricing

We have Exciting News to Share!

The team at CondoVoter is excited to announce we have updated our pricing list for all our meeting services. You can choose from the following service options: online voting only; virtual meeting only and our exceptional bundle pricing with meeting. Our new pricing schedule allows CondoVoter to continue to offer affordable, best-in-class virtual meeting and voting services to the condominium, HOA and strata industries.

Click on the link below to see our pricing list and compare. We encourage you to read our Guarantee. We feel it’s the most comprehensive in the industry. It confirms our commitment to deliver the highest quality service to our clients and deliver remarkable benefits and customer experience for managers, boards and unit owners.

https://condovoter.com/pricing/

CondoVoter Guarantee

Part of our commitment to you is the CondoVoter Guarantee. CondoVoter guarantees to you that;

1. Quorum Guarantee: We guarantee that you will meet quorum for your upcoming meeting by using our services. If a quorum is not met, we will host your meetings at no extra charge until you achieve quorum. 99% of our meetings achieve quorum in advance of the scheduled date.*

2. Service Guarantee: We guarantee that you will receive best-in-class services. We work closely with leading legal, privacy, and solution experts to ensure that our service to you meets legislative requirements as well as privacy and industry best practices.

3. Price Guarantee: We guarantee the lowest market rates for comparable services and solutions. Our service fees align with industry averages and include additional services like the ability to vote by phone or vote in advance of your meeting. If you can provide us a quote from another provider for the same service, we will match that price and offer an additional 5% discount.

*Quorum guarantee is only available for clients using advanced voting services.

Of course, we appreciate that you may have other questions or concerns about your community’s needs that are not outlined in our guarantees. We encourage you to reach out to us for more information or answer any questions you have.

The marketplace for virtual AGMs and electronic voting is constantly evolving. You can trust and count on our team to ensure your building leadership and community’s excellent experience.

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