Face-to-face communication is an essential part of daily life. Obviously 2020 has presented challenges no one ever expected to face, and we’ve been unable to come together in person in the ways we’re used to doing. Technology has been critical and the catalyst that has allowed us to quickly adapt at finding ways to have personal interactions even when distanced.
Community associations, condominium boards, neighborhood associations and property managers have perhaps demonstrated this most effectively. One of the most important characteristics of a well-run residential community is its ability to provide connection and distribute relevant information essential for the safety and care of the residents.
Vinteum creates HOA software and recently launched a new video conferencing tool, created specifically for homeowner and condo associations, community boards and property managers. Not only does this technology make it easier to run board meetings and communicate with residents, but it also helps bring together communities in a time when community is needed most.
SourceForge had a chance to catch up with Vinteum Managing Director, Jonathan Doro, to talk about the impact of the pandemic on community living and the increased demand for digital apps and platforms to build connections. Doro also offers some insights into the biggest challenges facing board members and property managers and best practices to boost resident happiness and satisfaction.
Vinteum Managing Director
Q: First things first, tell us a little bit more about your company. When was Vinteum founded, what are your goals and what kind of growth have you experienced?
A: In short, Vinteum is community communication made simple. Our company was founded in 2014, with the mission of providing the tools necessary to build an active community, where neighbors care for one another, participate in each other’s lives and are engaged with the community’s leadership and social activities.
In just one software platform, we offer voice and text notifications, notice posting, email messaging, document storage, calendars, social tools and more. Since February, we’ve seen an almost 300% increase in the usage of our digital SMS tool alone. We only expect that to increase as HOAs and property managers recognize the need to be even more proactive in their communication with their residents.
Q: What industry do you serve, and who is your target customer?
A: Specifically, we create HOA software that supports condominiums, community associations, HOAs and property managers. Sizes range from small to midsize condos, all the way up to large-scale HOA organizations. The software platform is easy to use, improves communication and collaboration between residents and management and, ultimately, saves our clients time and money. And we pride ourselves on being very hands-on, very easy to work and interactive. To that point, prospective users are able to schedule a demo within one business hour.
We’re really proud to boast an over 97% satisfaction rate among residents and community managers.
Q: What exactly is HOA software and how does it work?
A: HOA software provides a platform to help community associations, board members and property managers engage with and satisfy their residents. Everything from communication and direct messaging, routing maintenance requests, document storage for meeting minutes, by-laws, forms, etc., to engagement tools including a public-facing website and self-service platform.
The software is highly customizable and built to satisfy the unique needs of each of our clients and their communities. That might include a social network where residents can post classified ads, community events or even search for carpool companions through our secure network.
The platform also has the capability for residents to book amenities on the fly while sending property managers real-time updates. This has been especially useful throughout the pandemic because it gives managers the ability to limit the number of participants at amenities or activities.
Board members and managers can also post upcoming events to the community calendar, complete with description, date, images and details all the way down to the guest list.
HOAs specifically have the capability to send community announcements with one click, as well as options for secure cloud storage and a central location to manage all service requests.
Our iOS and Android apps allow everyone to keep up with community affairs, post photos to the social network and submit service requests.
There’s also the custom website feature that offers residents, property managers and board members a simple, self-service solution to collaborate and make ongoing adjustments to their community profile.
Q: Tell us more about the new video conferencing tool. What are its key features and capabilities?
A: The virtual conferencing function is our latest tool. It’s currently available through our Neigbrs app and is designed to run board meetings.
Obviously, the video conferencing tool is a necessity in current times, but it’s really so practical and efficient that we know it’s something our customers will use long after it’s safe to meet in person.
The service is built upon the Zoom platform, so it’s a comfortable and familiar user interface but has more robust capabilities within Vinteum that include accommodation for 300 attendees, the option to create, share and save meeting materials, host surveys/voting and screen-sharing capabilities.
It also captures and tracks attendance and has unlimited meeting storage space, so all the data, including the recordings, are saved and available in one location. Having all the tools in one place makes it easy to access and easy to manage communications. That translates as increased efficiency and cost savings for our clients. It truly shows innovation and will take our communication - especially virtual communication – to the next level.
Q: What are some of the biggest challenges facing community organizations and property managers?
A: A major challenge continues to be communication with owners and residents. Many communities are still operating on three or more separate systems for communication, maintenance, storage, and social networking. It’s hard to manage data and creates all kinds of errors with the back and forth. Targeted communications technology designed specifically for residential communities can help by consolidating disparate electronic tools.
Communication truly is at the heart of everything we do and it’s our goal to make it easier for property managers and boards so they can focus on their residents, the properties, and the things that really matter.
Over the past year, we’ve also been powerfully reminded of the value of personal connection and the importance of finding ways to interact even if we’re not face-to-face. Board members and community associations are searching for solutions to stem feelings of isolation and depression within their communities.
Using a community-specific app that includes built-in social functions is an important way to keep connections alive, allow neighbors to check in on one another, share moments of kindness, ask for recommendations and come together in ways that typically would have happened in person.
Q: What are some best practices that HOAs and property managers can adopt to help keep their communities running successfully and happily?
A: Hands down, the effective use of technology. The Coronavirus pandemic has made such an impact on almost every aspect of our daily lives, but one positive outcome is that people are even more in tune with technology. It has been a necessity throughout COVID and, as users have grown accustomed to these tools, they’ve found them to be effective and efficient.
Providing easy-to-use apps or portals to help residents, board members and property managers easily stay connected and informed is essential.
Also, being mindful that everyone communicates and receives their information differently.
It’s interesting, a recent survey we conducted found that 77% of respondents are using email to communicate with residents. While that is one effective way to communicate, different residents have different needs and being able to reach residents in the way they prefer – email, video conferencing, texting – further boosts satisfaction and communication. And having a way to harness these tools into one platform like Vinteum is much more effective.
Communication is at the heart of everything we do. Our goal is to make it easy for our users, so the community can focus on the important conversations that really matter.
About Vinteum Software: Founded in 2014, Vinteum Software offers a complete communication management platform for community associations. Under the guidance of parent company, Group Software, Vinteum is able to leverage the best practices, procedures and industry knowledge gathered from over 3,000+ clients collectively managing 5+ million units to develop a unique approach to HOA management software.
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