Annual General Meetings (AGMs) are an essential part of community decision-making for condominiums. They provide an opportunity for homeowners to come together, discuss important issues, and make important decisions about the management and operation of their building. However, it can be challenging to get homeowners to attend and participate in AGMs, especially in today’s busy world where people have many competing commitments.
Here are some ways to increase engagement and participation from homeowners during AGMs
1. Make it convenient
Holding AGMs at a time and place that is convenient for the majority of unit owners will increase attendance and participation. Consider holding the annual meeting in the evening or on the weekend to make it more accessible for working people.
2. Communicate effectively
Keep condo owners informed about the AGM well in advance and provide clear, detailed information about the agenda, location, and time. Use multiple channels of communication, such as email, SMS, or even social media, to reach as many people as possible. One of the condo management companies in Vancouver used social media to promote their AGM and encourage participation. They created a Facebook event page for the AGM and invited all the condo owners to attend. They also used the page to post updates and answer questions about the AGM. This helped to increase participation and engagement from condo owners.
3. Make it interactive
AGMs can be long and boring if they are just a series of speeches and presentations. Make the meeting more interactive by encouraging questions and discussions.
4. Use an electronic voting platform
One of the most effective ways to increase engagement and participation from homeowners during AGMs is by using an electronic voting platform. It allows condo owners to vote on important issues and decisions from the comfort of their own home. E-voting eliminates the need for paper ballots, making the process more efficient and secure. Consider choosing an e-voting platform with an option to create candidate profiles. This will allow to launch voting on elections in advance and achieve quorum weeks before their meeting date.
5. Try to conduct a virtual or hybrid annual meeting
Full-service providers like CondoVoter offer a complete package of services for conducting online elections and virtual meetings for Condos and HOAs. This includes setting up the voting system, sending out meeting notices and reminders, providing training sessions for panelists, meeting moderation and consolidating and providing accurate vote tallies. This eliminates the need for the organization to handle these tasks on their own, saving them time and effort.
6. Provide incentives
Consider providing incentives for condo owners who attend the AGM. This could be something as simple as a door prize or a complimentary refreshment.
Annual meetings are an important part of community decision-making for condominiums. It’s worth noting that what works for one community might not work for another. It’s important to understand the needs of your community and tailor your approach accordingly.
For condos/associations that struggle to get quorum, electronic voting can be a solution. Property managers discovered that when people are given the option to vote online, they are more likely to do so. Electronic voting makes people feel included, engaged, and heard. This will lead to better decision-making and a flourishing community.