Technology is a touchy topic in the community association management (CAM) industry. For decades, the HOAs, condos, and their management companies all fell far behind the curve of technological acceptance. Remember when Blockbuster shrugged off Netflix’s DVD delivery service and entirely missed the boat on streaming? It was a little like that, and we’re about to face a similar hurdle again – the rise of artificial intelligence. 

 

AI is a scary topic for just about everyone. AI can listen to your conversations, process and utilize information, mimic art and writing styles, and many believe that it’s inching closer and closer to human cognizance. But not all AI is scary. Today, AI is more than just programs that can recreate famous artwork. Most tech relies on AI to be predictive and responsive, simplifying day-to-day tasks — all features that save you and your board members valuable time. 

 

Using AI in HOA Management 

 

AI products have skyrocketed in popularity. Nearly every household has a Google or Amazon voice-activated assistant. Front doors are equipped with electronic Bluetooth locking systems. Thermostats, vacuums, and even litter boxes are advanced enough to have phone apps.  

 

Many of these (perhaps minus the litter box) are AI tools management companies can leverage.  

 

The Community Association Institute (CAI) recently discussed this very topic, citing a device that can sense flooding and dispatch emergency services. That might be a little luxurious for most, but the concept is solid. Using AI or predictive tools to assess community needs through data analysis and maintenance history could be valuable if the right person is manning it. 

 

Chatbots are another opportunity to use AI in HOA management. A robot can provide answers with minimal effort for most people seeking HOA management services. They tend to look for simple things, like service information, hours of operation, or emergency contact details. The trick is to ensure someone can answer the questions that require real thought. Pricing options, portfolio details, and vendor partnerships might require human input. A chatbot that lets someone take over when needed or sends an email to a designated inbox is a great way to maximize support with minimal effort. 

 

Staying Vigilant with AI Tools 

 

While AI can be a great addition to your toolbox, it isn’t perfect. The good news is that these tools can’t completely replace a human, but that also means that you cannot rely on an AI tool to take over any single task completely. Human oversight is crucial in implementing AI in HOA management. The goal is to save money by saving time, not cutting the workforce. 

 

A great example is Chat GPT, a popular AI writing tool that many industries have recently taken advantage of. It’s powerful but can miss the mark regarding pesky details like accuracy and truth. Just last year, an attorney used ChatGPT to prepare a case filing that cited precedential cases, but those cases didn’t exist. He believed they were real because he’d asked ChatGPT if they were, and the tool said yes. The tool wasn’t lying; it was “hallucinating.” At a certain point in artificial content creation, the tool loses the thread and starts to invent its foundation of knowledge.  

 

It is essential for a human being to clean up what the tool spits out especially if your management company hopes to use AI tools to handle important communications, like violation letters, meeting announcements, or addendums to community documents. 

 

That doesn’t mean you can’t use these tools for those needs, though! The future of community management is using AI to alleviate burdensome tasks. So, even though legalese might be a tall order for an AI writing tool, drafting emails, meeting agendas, and general community announcements is a great way to start introducing AI in your management company. Those short writing pieces take up more time than you realize, and the minutes you save will add up.  

 

Supplementing Your AI With a Human Touch 

 

Any time you add to your company toolkit, whether a new software product or a new staff member, you’re trading one resource for another. Make sure you’re getting the best bang for your buck when you’re ready to take the tech leap into AI.  

 

You don’t want to use new technology that will only gum up the work for your managers. Instead, bring in a Virtual Employee to handle those tools, products, and processes. At a fraction of the cost of a certified property manager, HireSmart Virtual Employees can be trained specifically to support CAM management companies and shoulder your tedious workloads. Whether AI is in the cards for you or not, schedule a call today to see how a VE can improve operations in your management company.   

 

Anne Lackey is the co-founder of HireSmart Virtual Employees, a full-service HR firm helping others recruit, hire & train top global talent. She can be reached at anne@hiresmartvirtualemployees.com