Condo Media - September 2021 - 33

TWO: PREPARATION
Another critical consideration for
hybrid in-person/virtual meetings is
the preparation and presentation of
agendas and exhibits. Creating Power
Point presentations allows a manager
and board members to present agendas,
exhibits, documents, photographs, etc.,
through screen-sharing features. In a
Zoom meeting, the host simply clicks on
Zoom's screen-share feature and opens
the Power Point presentation - fullscreen
- and everyone attending the
meeting in-person can see the presentation
on-screen, and everyone attending
virtually via Zoom can see it on their
computers, laptops, or tablets.
Here are some other important tips:
● Set up and check to make sure that all
AV equipment is operating properly
and that you have all of the equipment,
cables, power cords, power
strips, extra batteries, etc., the day
before a meeting. There is nothing
worse than getting to a meeting and
encountering an equipment failure
or a missing piece of equipment.
● Mute all attendees except for board
members and the management team.
This helps keep the meeting focused
and on track.
● Ask attendees to submit their questions
and comments through the chat
feature. This enables the host, board
members, and presenters to monitor
and respond to questions and comments
from unit owners.
● Arrange to have a separate member
of the management team host the
Zoom conference. This enables the
board members and the property
manager to concentrate on the presentation
without being distracted
with operating the Zoom features.
● Activate Zoom's record feature and
provide the link to all unit owners so
that those who were unable to attend
can view the meeting. It is recommended
that someone announce
that the meeting is being recorded.
I want to leave everyone with the
following thoughts: Hybrid in-person/
virtual meetings provide associations
with an invaluable opportunity to accommodate
unit owners who prefer to
attend meetings in-person as well as
unit owners who are away or who are
unable to attend in-person meetings.
The end result is increased participation,
which is a goal we all share. Setting
up hybrid in-person/virtual meetings
may seem daunting. However, if I can
do it - and I have - anyone can. Finally,
have some fun! For techno-geeks like
me setting up hybrid meetings is like a
kid in a candy store.
■ DOUGLAS THAYER, CPM
IS PRESIDENT/OWNER OF THAYER &
ASSOCIATES, INC., AMO
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September 2021 CONDOMEDIA 33
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Condo Media - September 2021

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