Why Hybrid Meetings Are Gaining Ground in 2025

For Boards and Property Managers, reaching quorum has long been one of the biggest hurdles during an Annual General Meeting (AGM). Without quorum, key decisions, like electing new directors or approving budgets, can’t move forward. And even with weeks of planning, it’s all too common for meetings to fall short on participation.

But in recent months, a quiet shift has been happening: more communities are turning to hybrid meetings, and seeing a noticeable difference in turnout. When paired with electronic voting, hybrid meetings are helping communities simplify the process, reduce stress, and finally achieve reliable quorum.

Why Quorum Has Always Been a Hurdle

Let’s take a step back. Why is quorum so difficult to achieve in the first place?

• Apathy is real. Many owners are generally satisfied with how their condo or HOA is being managed—and that satisfaction can lead to disengagement. While it’s a good sign overall, it makes quorum harder to reach.

  
  

• Absentee owners are tough to reach. Whether they live out of town or only use the unit seasonally, off-site owners often miss notices or don’t feel a strong connection to the community.

  
  

• Life gets in the way. Juggling work schedules, childcare, travel, or mobility issues means many owners simply can’t attend a meeting in person during a narrow time window.

Traditional meeting formats put too much of the burden on owners. That’s why communities are exploring smarter, more flexible ways to engage them, and why hybrid meetings are gaining traction.

Why Hybrid Meetings Drive Higher Engagement

Hybrid meetings allow owners to participate in the way that works best for them: in person, virtually, or even in advance. That flexibility can make a big difference, especially in larger or more diverse communities.

Here’s why hybrid formats are gaining ground:

• More ways to attend: Owners can join the meeting via Zoom or show up in person, making it easier for seasonal residents, busy professionals, or parents to participate.

• Electronic voting ahead of time: Owners can vote securely online, on their own time. No printing, no postage, no last-minute scramble. Just a link, a few clicks, and done.

• Reminders that work: Voting platforms can track who has voted and send automated reminders to those who haven’t. It’s one of the easiest ways to boost participation without increasing admin work.

• Paper options still available: For owners who prefer a traditional ballot, hybrid meetings still allow for in-person voting, so no one is left out.

This inclusive format results in stronger engagement and a more reliable path to reaching quorum.

Why E-Voting Completes the Picture

Electronic voting and hybrid meetings work best together. Here’s what e-voting adds to the mix:

• Simple, secure voting: Owners receive a personalized link and vote from any device - no passwords, no downloads. The process is fast, intuitive, and confidential.

• Real-time quorum tracking: Boards and Managers can see participation levels as they go, making it easier to respond with targeted reminders if needed.

• Fewer costs, less waste: No more printing, mailing, or collecting paper proxies. E-voting streamlines the process and saves time and money.

• Compliant and reliable: Most platforms are designed to meet local condo and HOA requirements, with strong security and accurate record-keeping.

  
  

Together, hybrid meetings and electronic voting create a more inclusive, accessible meeting experience, and that’s exactly what many communities have been missing.

Final Thoughts

Hybrid meetings aren’t just a trend. They’re becoming the go-to solution for Boards that want to boost turnout. By offering flexible participation and secure advance voting, they help meet quorum requirements while reducing stress on Managers and owners alike.

If your community is still struggling to reach quorum, it may be time to rethink the format. With the right tools in place, participation becomes easier, and meetings become more effective.

Ready to simplify your next hybrid meeting?

At CondoVoter, we make hybrid meetings easy. Our fully managed service handles everything, from notice delivery and advance electronic voting to virtual meeting setup, live support, and quorum tracking. Whether your owners join online or in person, we make sure your meeting runs smoothly and meets participation requirements. Book a quick demo with out team to learn more.