THE POWER OF ZOOM

IN MITIGATING AGGRESSION IN HOMEOWNER ASSOCIATION MEETINGS

By: ERICA TENNEY, CMCA, AMS, FIRSTSERVICE RESIDENTIAL

Homeowner Association (HOA) meetings are often perceived as combative meetings, where emotions can run high and conflicts arise. However, the advent of video conferencing platforms like Zoom, has transformed the way these meetings are conducted. This article explores the important impact of Zoom meetings in mitigating aggression within HOA meetings. By utilizing the features and benefits of this technology, HOAs can create a more inclusive, transparent, and constructive environment for homeowners to participate in more productive and harmonious meetings.

ENHANCED COMMUNICATION AND ACTIVE LISTENING

One of the main advantages of using Zoom meetings is the improved communication it offers. During in-person meetings, aggressive behavior such as interrupting, talking over others, or disregarding different viewpoints can be more prevalent. However, Zoom provides several tools that promote active listening and courteous interaction.

First, the “Raise Hand” feature allows participants to indicate their desire to speak without interrupting the ongoing discussion. This fosters a more orderly exchange of ideas, ensuring that everyone has a fair chance to contribute. Additionally, the chat function enables participants to type their questions or comments, facilitating a simultaneous conversation that minimizes interruptions and allows for efficient communication. This also allows the moderator to keep participants muted to limit background noise and interruptions during discussion.

The physical distance created by online meetings often reduces the emotional passion associated with face-to-face confrontations. Consequently, participants are more likely to express themselves calmly and respectfully, leading to a decreased likelihood of aggression or hostility. Again, for those that refuse to conduct themselves accordingly, Zoom allows for muting, removal of the member from the meeting, or placing them in the waiting room while the meeting proceeds without them. While in the waiting room, the moderator can chat with the individual advising them that they can be allowed back in, if their behavior improves.

ENHANCED ACCESSIBILITY AND PARTICIPATION

Zoom meetings also offer increased accessibility, which can contribute to a more inclusive HOA experience. Homeowners who might have difficulty attending in-person meetings due to physical limitations, work commitments, or geographical distances can now participate more actively. Off-site owners who typically are not involved, have the opportunity to be involved and participate.

By removing barriers such as transportation or time constraints, Zoom allows a broader range of homeowners to engage in discussions and decision-making processes. This can help to minimize feelings of frustration, which often contribute to aggressive behavior.

TRANSPARENCY WITH REAL TIME VISUALS

The Zoom “share screen” feature offers a multitude of benefits when it comes to sharing current photos during virtual meetings. Zoom’s screen-sharing enables visual presentations, documents, or graphics to be shared effortlessly with all participants. This enhances the clarity of information presented, reducing misunderstandings and frustrations that can also contribute to aggression. Furthermore, sharing current photos via Zoom allows for immediate context and visual aid during discussions. Whether it is an architectural design, or any other visual representation, participants can provide a clearer understanding of their ideas or concepts by sharing relevant photos. Additionally, it allows for real-time sharing of up-to-date photos and documentation of the status of a property or common area which may not be as up-to-date as what was included in the board packet prepared a week or more prior to the meeting. This visual support enhances communication and minimizes the chances of misinterpretation or confusion.

Additionally, sharing current photos via Zoom enables collaboration and feedback in real-time. Participants can discuss and provide input on the visual content simultaneously, leading to more efficient decision-making. Sharing current photos fosters a sense of connection and shared experiences among participants. The members in attendance feel more informed or even part of the conversation without providing input. They feel a sense of transparency on behalf of the board and management.

The Zoom share screen feature facilitates seamless sharing of current photos, and promotes engagement, understanding, collaboration, and a stronger sense of community among the homeowners and board members.

The incorporation of Zoom into your HOA meetings has transformed the dynamics of these meetings. Zoom or virtual board meetings promote enhanced communication and active listening, increased accessibility and participation, as well as transparency and documentation. Communication is key in mitigating frustration, and Zoom allows for a broader reach to the membership. This in turn helps mitigate aggression within HOA meetings. Homeowners can engage in more constructive discussions, fostering a sense of unity and cooperation. As we move forward, leveraging the power of technology to facilitate more inclusive and harmonious HOA meetings should be embraced in a manner that is consistent with current laws, ensuring that all voices are heard, and conflicts are resolved in a productive and respectful manner.

Erica Tenney, CMCA, AMS is Regional Director of FirstService Residential Management.