Things that need to be done

Problems with manual solution

Web site provides

1.       Distribution of meeting minutes, announcements, association documents, etc.

Cost of paper, envelopes, stamps, etc is high.
People lose the documents, so need to resend.
No central repository of documents.

Lower Cost.  All documents are kept online and downloaded by members, board members, realtors, etc. when needed.

2.       Notification of upcoming board meetings, service outages and/or building problems.

In emergencies, must call all members which is a problem when people are at work/out of town.
Need to post announcements in all public areas which is unsightly.

Send email alerts to all members informing them about the problem.
Alert is also posted on the web site so people can review the details at any time.

3.       Board members often unsure of best way to manage the association.

Visiting shows, belonging to organizations useful but expensive and time-consuming.

Online community of associations can discuss experiences via the discussion board.

4.       Members want to sell items so they post notices in public areas.

Notices are unsightly.  Need to have a place to post the notices.  Who manages when a notice is taken down?

Members can post their classified ads on the web site.  Their ads can be seen by the members of the community and the public.

5.       Member needs to contact the building engineering staff with a problem.

Must call the building engineer, leave a note with the door person about the problem or call the property management firm for your association.  Difficult to track progress.

Member can send an email directly to the building engineer.  The building engineer can track the progress of solving the problem on the web site.

6.       Members need to contact the board to ask a question, report an issue, etc.

Must call the board member, leave a note with the door person, must call property management firm.  Message could be lost

Member can send an email directly to the board members.  The board can track the resolution of the issue on the web site.

7.       A member needs to contact a neighbor or all association members.

Need to keep updated list of members in the association which is a security risk.

Members can send emails to each other via the web site, facilitating communication; can also use the online community for discussions with other members.

8.       Local businesses want to advertise their services to the residents.

Brochures left in the lobby, shoved under people’s doors, etc. 

Association can sell advertising space on their web site which provides a revenue stream.