How can technology facilitate efficient emergency communications in a condo?
There are a number of ways technology can facilitate efficient communications, especially when time is of the essence such as the period preceding, during or after an incident like a flood or power outage. However, due to the diversity of condominium demographics and personal communication preferences, no single technology is the answer. A combination of push notifications (e-mail blasts and phone broadcasts) and passive announcements (digital notice boards) will deliver the best results.
E-mail blasts are by far the most popular since they’re easy to execute and many managers now have most of their residents’ e-mail addresses on file. An effective e-mail blast allows managers to send important messages instantly, while minimizing the effects of recipient spam filters. E-mail notifications can be sent as simple two-line or three-line messages, or as a detailed memo supported by web links to more information. The key is using an e-mail blast system that is integrated with the current resident database so e-mail addresses are kept up-to-date. A good e-mail blast system will also allow managers to determine who they need to contact: all building residents (owners and renters) or simply residents on specific floors.
The most powerful tool is an emergency phone broadcast system. Not every resident has an e-mail account or checks it on a timely basis; however, every resident is obliged to provide management with a phone number (or two) in case of emergencies. Consider the efficiency of reaching every resident in a 350-unit building to convey an important announcement in just a few seconds. In emergency situations, management often burns valuable time calling residents individually, slipping notices under doorways or posting notices on tack boards or walls that only reach a limited number of building occupants, leaving many totally uninformed. By the time these tasks have been accomplished, the notices may no longer be relevant. A phone broadcast system not only gets the message out, it provides an audit trail of who did or didn’t receive the message due to busy lines or voice mail issues, allowing management to follow-up with individuals as necessary.
The third means of communication is using digital notice boards. When placed in high-traffic areas, digital notice boards are a great way to post announcements and other important information. Digital displays are passive and won’t push an important or timely message to residents like an e-mail blast or phone broadcast; however, unlike paper notices, digital notice boards allow managers to update content instantly and highlight the most important information as priorities change.
Nicholas Gill is managing partner of BuildingLink.com, and the former founder and president of FrontDesk Inc. and SmartSimple Realty Solutions Inc. He can be reached at ngill@buildinglink.com.
