As a resident of a housing society, there are many discussions and often debates to be had. Whether you’re part of the managing committee or not, as a member of a gated community, you have the right to engage in conversations and the responsibility to voice your opinion. 

Some common examples of society communication topics include:

• Organizing festival celebrations, Independence Day, Annual Day, and other events
• Shortlisting and finalizing vendors, plans, and timelines for installing new assets like composting units, CCTV, smart meters, and other such endeavors for the betterment of society.
• Emergency situations like a break-in, fire, health scares like Covid, or urgent safety parameters.
• Discussions regarding any misconduct or conflict with respect to society maintenance staff, maids, drivers, any other. 
• Feedback on implementation of any new plan, event, system (e.g. new revenue generation activities, garage sale, yoga workshops, cleanliness drives, waste management initiatives).

The importance of group communication

All society matters should be handled with transparency and participation. It’s vital that everyone is kept apprised of updates, decisions, development while being encouraged to give their inputs in the spirit of collaboration.

Oftentimes, residents may have internal conflicts or a general grievance/inconvenience regarding a problem. Open and honest resolution can only be brought about through peaceful negotiation involving all parties.

Residents may have questions about a decision or may need clarity on certain procedures and policies of the society. Answering them duly with transparency is essential to build trust and cooperation.

Benefits of using Mygate society ERP for online group communication (with examples):

1. Create online polls

Let’s say the event planning committee is not sure which centrepiece to go with on the day of Diwali celebrations, more routine tasks like which paint to choose for the clubhouse or more serious matters like how much penalty for litterers. It’s difficult to personally contact every one and count votes.

You can run online polls to gather opinions and answers to yes or no questions on society ERP apps in a few steps and make decisions instantly.

2. Invite residents for meetings

Need to call a special meeting with regards to an upcoming decision or an urgent society-wide announcement? Just select the number of people who must attend the meeting, and send them digital invites listing the time, agenda, and date. The same can be applied to committee meetings, however, the minutes of each meeting should be in accordance with the state co-operative housing society bye-laws.

3. Start forum discussions

There’s no better way to resolve a situation or have a civilized conversation over a topic than on a supervised group chat. Residents can not only engage in group conversations like a regular IM chat app but also comment on other participants’ ideas. Even feedback on a particular activity or executive decision can be openly discussed on the forum.

1. MyGate ERP – Creating Polls

• Login to dashboard.mygates.techletsolutions.com
• Click on the Communication icon present on the left-hand side of the screen
• Click on the Opinion Polls option
• Click on Create New Poll
• Enter the required details and click on Create

2. Here’s how you can View Results

• Login to dashboard.mygates.techletsolutions.com
• Click on the Communication icon present on the left-hand side of the screen
• Click on the Opinion Polls option
• Click on View icon against a Poll

3. Here’s how you can Create Meetings

• Login to dashboard.mygates.techletsolutions.com
• Click on the Communication icon present on the left-hand side of the screen
• Click on Meetings option
• Click on Create
• Enter the required details
• Click on Submit

4. Here’s how you can Publish MOM

• Login to dashboard.mygates.techletsolutions.com
• Click on the Communication icon present on the left-hand side of the screen
• Click on Meetings option
• Click on Past Meetings
• Click on View against the meeting you want to publish the minutes for
• Enter minutes of the meeting and other details and click on Post

The same MOM can be also Printed or Added to Society Documents for future reference via ‘Upload’

5. Here’s how you can Create a Discussion

• Login to dashboard.mygates.techletsolutions.com
• Click on the Communication icon present on the left-hand side of the screen
• Click on Discussion Forum option
• Click on Create Discussion
• Enter the required details and click on Create

Annual society elections

Apart from the regular meetings, the society election is a massive endeavour for societies and needs to be conducted in a fair and efficient way. They are to be held on August 14 of every year at the time of the AGM, but most societies don’t strictly adhere to this date. In the wake of the Covid pandemic, even the government had allowed online election for housing societies. However, the elections are to be held in a secret ballot as per the mandate at the completion of five years of the sitting committee. 

Each society must appoint a Returning Officer to ensure unbiased voting. To ease this process, the admin/login access to the election votes can be given only to the designated RO who’s in charge of the secret voting process and can access results. However, ensure that you appoint a fair and trustworthy individual who has everyone’s confidence. Because of end-to-end encryption and two-factor authentication, society management apps are completely secure to carry out election voting procedures. 

Each state has housing society bye-laws that list the guidelines, timelines and protocols to conduct society election. For instance, Maharashtra allows a housing society with less than 250 members to conduct a month-long election procedure to cover voting lists, nomination, withdrawal and balloting/post balloting disputes and rejections. There’s a deposit fee involved and each contestant needs to be seconded by two members. To know the detailed laws of elections in Karnataka, follow The Karnataka Cooperative Societies Act here. 

MC/RWA has to ensure that all required election rules, regulations, notices for nominations, last dates, and other pertinent details are followed according to the state bye-laws and relayed to the residents on time (for which society ERP can offer the feature of using a virtual notice board). 

Amidst the spread of the Covid pandemic second wave, a lot of myths and falsehoods have created panic among people in terms of safety and sanitization protocols for everyday household products and items. 

Should you use household remedies like vinegar, rock salt, diluted bleach to disinfect eatables and packages or should you simply rinse them under running water? The use of such non-abrasive hacks isn’t harmful and can not only help in curbing the virus, but also create a certain peace of mind, knowing that you’re doing everything within your power to keep Covid-19 at bay. 

It goes without saying that whether out on a shopping run or receiving deliveries, maintain a safe distance (6 feet or two arms’ length). Ensure that no delivery executive at the door is without a mask. 

Here’s what to do when handling deliveries, shopping, and produce.

How to disinfect vegetables and fruits

• Always wear disposable gloves while buying produce. If you’re wearing any other type of gloves, remember to wash them after buying/handling vegetables.

• Before you begin the cooking process, scrub and clean the kitchen sink/counter tops thoroughly.

• Alternately, keep a separate tub/container to dunk all of the produce in and add a little potassium permanganate in it to disinfect it. 

• Do not immediately place produce on the kitchen counter or the refrigerator. Leave the fruits and vegetables out in the sun for a couple of hours.

• Do not wash them with soap, anti-bacterial wipes or detergent because if ingested, they can cause diarrhoea and other gastrointestinal diseases. 

• Instead, clean them in hot water or in hot water with salt. You could add a little chlorine too, no more than 50 ppm. Washing them in potable, running water can do the trick too. The FDA recommends to rinse them before peeling them so that the virus isn’t transferred to chopping boards/knives.

• While cleaning produce like potato, carrot, melons, cucumber, etc., use a brush, cloth or sponge to make sure all the dirt is properly cleansed off. 

• Cut off the outer leaves/skin of cauliflower, onion, cabbage before wiping/rinsing the rest.

How to sanitize food deliveries

Ideally, all customers should opt for cashless, contactless deliveries with a minimum of 3 feet distance and the delivery boys should be instructed to leave the parcel at the door. Even though food delivery apps like Zomato and Swiggy have their own sanitizing procedures, you might not always have the convenience to order from them. Follow the process below to ensure clean food deliveries at home.

• After picking up the package, remove all the additional packaging like plastic, cardboard box, etc., and throw them in the trash bin instantly. Keep the bin covered at all times.

• Sanitize or wash your hands before handling the delivery package or bag.

• Disinfect the parcel with anti-bacterial wipes or mild household bleach.

• Transfer the food from the parcel into household utensils and heat the food before eating it. Wash your hands properly after handling the package.

How to disinfect milk packets

• Whether a milk packet or carton, you need to maintain a safe distance from the milk delivery man (or the store clerk) and wash the packets under running water. 

• Leave the packets to dry completely so that there’s no residual surface water.

• Wash your hands, cut open the packet and pour it in a container before bringing it to boil.

What to do when you’re shopping for groceries? Or having them delivered?

• As mentioned before, wear a mask and gloves when out shopping. Pick a time when there are fewer people around so following social distancing protocols becomes easier (e.g. early morning or late evening). Avoid touching surfaces you don’t need to and don’t touch your eyes, nose, mouth while out on the grocery run. 

• Keep a hand sanitizer handy on your person or in your car so that you can immediately sanitize yourself after shopping. 

• After coming back home, avoid touching anything and go straight to the kitchen sink/designated disinfectant area which should be already equipped with cleaning supplies beforehand.

• Dump your gloves in the bin after removing them carefully so as to not let them touch any other area of the skin.

• Wash all the plastic and glass bottles with warm or cold water and leave them out in the sun. Wipe down all the nooks and crannies of tin cans and other supplies.

Follow the above-mentioned procedure if items are being delivered at home. But if you’ve been out shopping, take a shower immediately after the sanitization procedure and wash your clothes with a good detergent.

Although there’s no foolproof way to handle daily essentials during these times and there will be some degree of risk. But following the instructions in this article will surely add a solid layer of protection in your daily routine. 

About MyGate

MyGate is India’s largest gated community management app, benefiting thousands of housing societies, developers, society facility managers, and millions of homeowners in every Indian city.

Disclaimer: Thank you for visiting our site. The information provided by MyGate (“we,” “us” or “our”) on https://www.mygates.techletsolutions.com (the “Site”) is for general informational purposes only. We strive to provide our readers with accurate information that helps learn more about the topics. It is not intended as a substitute for professional advice. We do not accept responsibility for the accuracy of information sourced from an external entity or take personal/ legal responsibility for your use of this information.

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Modern apartment complexes and gated communities are known for the appeal of amenities and facilities like clubhouse, gym, community hall, media room, yoga studios, spa/sauna, swimming pool, and private rooftop lounges. Some high-end apartments may even have nurseries, skating rinks, sandpits, board games/library corners, pet care centers, laundry rooms, entertainment lounges, co-working spaces, tennis/multi-purpose courts, mini-amphitheater, recreational sports area, private lounging patios, heated indoor swimming pools, infinity pools, and hot tubs.

But with the multiplicity of several amenities and ensuring fair share to each resident, there lies the challenge of amenities management. No matter how small or big your society’s amenities are, they should be maintained and managed smartly to avail optimum use and member satisfaction. 

Here are some commonly faced scenarios due to traditional methods of amenities management:

• Usually, a housekeeping/facilities manager or a supervisor/head guard is in charge of handling different amenities.
• In ‘first come first serve basis’ with time duration limitation, usually the frequent users come and take the spot. For those other residents who may not use amenities too often but always find the amenities crowded due to overuse by regular users, there arises a problem of unfair treatment. 
• Amenities are open from a certain time from morning to evening in most societies (unless there’s a 24/7 open rule). Due to pen and paper register booking, there may be overbooking and the systems and operations may have to be kept running beyond the open hours and lead to early wear and tear or breakdown. 
• Residents have to run around making calls or personally inquiring about the availability of slots which is a waste of time for everyone. 
• Sometimes due to a shortage of a supervisor, some amenities have to be kept closed down. 
• Residents often use cash to pay for using amenities which could contribute to theft or loss. 

Why is it important to streamline amenities management?

Shared amenities that can be booked fairly and equally are the right of every resident.

When managed effectively with proper rules and timings, they’re a great way to enjoy the many pleasures of a rich and thriving community life.

They’re a hub for community bonding, meetings, and memorable experiences, thus they need to be prioritised, not mismanaged using outdated systems.

To ensure a good return on investment, the amenities should be handled and allotted methodically so there’s no overuse or underuse.

Any mismanagement should not create conflicts or grievances within fellow residents.

Amenities Management with Mygate spp

Here’s how you can Create an Amenity

• Login to dashboard.mygates.techletsolutions.com
• Click on the Amenities icon present on the left-hand side of the screen
• Click on the Amenity List option
• Click on Add Amenity
• Enter details and click on Save

Here’s how you can Configure an Amenity

• Login to dashboard.mygates.techletsolutions.com
• Click on the Amenities icon present on the left-hand side of the screen
• Click on the Amenity List option
• Click on Edit against the amenity you want to edit
• Enter the required details and click on Update

Here’s how you can edit Amenity Settings

• Login to api.mygate.in
• Click on the Amenities icon present on the left-hand side of the screen
• Click on Amenity List option
• Scroll down and edit settings as per your requirement

Here’s how you can book an amenity on behalf of a resident or the office:

• Login to dashboard.mygates.techletsolutions.com
• Click on the Amenities icon present on the left-hand side of the screen
• Click on Bookings
• Click on New Bookings
• Select the House
• Select the Amenity
• Enter the required details and click on Book Now

How Mygate makes amenities management easier and organized

Easy to use– Amenities Configuration & Bookings in-app for residents

List them all in the app (such as gym, pool) and create slots with an advance booking system, time slots, and payment options (free or paid options along with multiple amenities management in one place.

The calendar allows for residents to check availability and book slots online. Amenity-related notifications to recipients like facility managers but admin can opt-out.

Intuitive and precise– Detailed slots

The app helps you create custom slots for each flat per day/month based on:

• minutes
• hours
• days
• duration

Each amenity can be configured so that no one or more flats can overuse any amenity.

Flexible & affordable – Payment options

The app facilitates multiple in-app payments options (UPI, Gateways, Wallets, etc) with least charges in the entire market. Managers can even approve offline payments and send auto-intimation to residents on approval. Offline payment reconciliation can occur through “I have paid option” to reconcile cheque, NetBanking payment and generate a reconciliation statement. 

Not all bookings are set in stone. Admin can cancel or reject a booking if needed. 

Automatic updates – Self-managing

The app blocks the visibility of unavailable slots once booked so that the members can opt for other slots. In here, you can limit the number of slots assigned to each flat. Admin can also track bookings based on houses/flats, status, and amenity and download reports for analysis on past bookings. You also have an option to remove an amenity temporarily for maintenance and upkeep purposes.

Through this digital booking system, even if there are not enough hands on board, Amenities Management can be handled online with minimum supervision or intervention. Residents can avail the benefits of smoothly handled amenities with least inconvenience.

Maintaining a car in an apartment complex can be relatively more difficult than an independent home with a garage simply because there are many people handling common spaces like parking spaces, which can lead to negligence and scratches. As a rule of thumb, always keep your car covered to avoid accidental damages. However, you’d have to do more than that. Make sure you protect your car from any unforeseen events while taking care of its routine maintenance. Here’s how:

1. Beware the pitfalls of open parking

Parking spaces are often limited in urban societies. Not every apartment parking lot is covered and it’s common for residents to park their cars in the open premises of the society. This can pose some dangers like scratches, dents, and swirls on the exterior over and above intense weather conditions. Residents can implement a system of rotational parking so that there remains no monopoly in case of covered parking shortage. MC can also circulate a list of dos and don’ts around cars (e.g. not letting children play near parked cars, no random parking of two-wheelers next to cars, etc.) 

To tackle the problem of parking spaces in open space, societies can grow trees around the designated open spots to provide natural shade to cars. Buy weatherproof car covers and make it a habit to use them daily. 

2. Steer clear of theft/vandalism

Motor vehicle vandalism and theft are the least solved crime in the country, especially if the car is parked inside safe gated premises. It’s entirely possible that if you leave your car unlocked, valuable belongings inside can go missing or the vehicle itself can be vulnerable to occasional hooliganism. Always park under a light and have extra CCTV cameras installed in the parking spaces whether on the ground floor, basement, or open parking. Buy removable car stereo systems and don’t leave items of value in the car. Another measure is to install boom barriers and invest in app-based gatekeeping and security technology like MyGate to automate vehicle and visitor movement. 

3. Prevention from rodents, birds, and pests

The maintenance staff and security guards should be trained to keep the parking space, clean, disinfected, and decluttered daily. Instruct them to use rat/pest repellents at the earliest sign of rodent and pest activity. Cover any structural areas that could become bird nests with wire mesh or other materials as well as repair and seal any cracks in the parking space walls and ceilings to prevent termite or ant colonies. To deal with bird poop, always keep specially made exterior detailer spray and clean as soon as spotted since bird droppings can damage the polish of your car. Keep your car clean of wrappers, food leftovers and get it fumigated regularly. Trash containers should be kept at a distance from parked cars.

4. Daily wash facts

It’s a common practice in gated societies to get their vehicles washed and cleaned every morning for which car cleaners are hired. Due to the abrasive nature of the low-quality cleaning sprays and soap water they use, the exterior surface of your car might suffer from slow deterioration especially if the cleaners contain hydrofluoric acid. Some societies might practice greywater reuse which might not be properly filtered at times, in which case make sure you insist on treating it properly. 

Buy microfiber cloth for daily cleaning and instruct the guard to make sure that the cleaner doesn’t use any dirty rags to clean your car even as a second layer of cleaning. The suspended dirt from regular cloth can leave swirls on the car. A waterless wash is a good option. Microfiber cloth (or car dusters) can dry easily, are odor-free, and especially effective when used with a good quality car wax, general-use car soap, or spray. Cloth can be washed and rinsed in regular soap water. Car owners usually get a good car wash once a month and get it serviced every 12 months. But it’s wise to do routine inspections like checking fluid levels, tyre pressure, etc. In case of cold starts (when the car won’t start) in the winter, you can invest in an engine heater that connects to your radiator. 

Car detailing which is cosmetic car care should be performed once every year or two years depending on the condition. It should include basic wash and wax, interior cleaning, and surface polishing, buffing, and deodorising the car.

5. Safeguarding against climatic conditions

Come monsoon, society storm drains may flood over, basement flooding can create havoc on your vehicles. Underground parking should be equipped with sump pumps and rainproofing to keep out excess water. Clean out the storm drains of snags and trash before the rains hit. If the water logging is a permanent problem due to heavy monsoons in your area, invest in a mini car lift so that even in stilt or open parking, the lower parts of your car can remain undamaged by floods. In open parking, you can use a detachable car tent or car canopy to protect your car from rain and sun.

A little foresight and vigilance can help keep your car running in the best of condition even amidst a bustling gated complex.

Our cities haven’t been safe havens if numbers are to be believed, aside from numerous horror stories that surface about assaults against women. 

According to a UN survey, 95% of women in Delhi feel unsafe in public spaces. 

There is an average of 87 cases of rape daily and in 2019, crime against women increased by 7%. 

Bangalore is not unfamiliar with its own maladies of attacks on women, from the horrifying mass molestation case to the caught-on-camera-attack on a woman walking alone on a narrow lane.

Safety of women is a problem that can be especially tricky to solve when women are employed in night shifts or may have to work late or perhaps even travel often to the airport owing to work flights. The infamous case of Pratibha Srikanth Murthy, a 28-year-old BPO employee assaulted and killed by the perpetrator who posed as a driver is a gruesome reminder of how unsafe conditions can be for women working late nights. 

With respect to women working during the night, the Karnataka state government issued an amendment on October 19, 2020, to The Karnataka Shops And Commercial Establishments Act, 1961. The law came into being to remove the prohibition on women from gaining employment at night as it hampered their economic opportunities.

Highlights of the amendments made in Karnataka Shops And Commercial Establishments 2020

• Women working in night shifts (between 7 pm and 6 am)should write a letter of consent stating they’re willing to work at night.

• Companies should provide adequate security and transportation to such women free of cost with GPS tracking and monitoring of vehicles with a travel monitoring desk/station. 

• Not less than ⅓ of the supervisor shift in charge or other supervisory staff shall be women during night shift. 

• Appropriate medical facilities, rest rooms, canteen and necessary hygiene should be provided. 

• Drivers employed by the companies are required to be screened prior to appointment with full bio data. 

• The routes should be picked in a way that no woman employee should be picked up first or dropped last. 

• The company should perform random checks on the vehicles on route.

• Such companies, factories and establishments should also have CCTVs with proper lighting in and around the establishment. 

The law makes it mandatory for companies/factories and any other establishments to ensure protection and penalties against sexual harassment, lack of proper facilities and hygiene. 

The law also states that there should be a consecutive 12 hour rest between two shifts so that there’s enough rest. Even though this order came into being mainly for women employed in factories, it now uniformly applies to IT/ITES and all other sectors. The law also suggests for companies to create their own mobile applications to ensure that the women employees can contact someone for help when in distress.

How should societies ensure safety for women residents who may work late nights or in night shifts?

• Any society has a number of single women, students, young working women living alone or with families, over and above the women tenants. The number of women who work night shifts per society may not always be excessively high but it’s paramount to ensure their safety by following strict protocols. 
• When it comes to being compliant with the law and to ensure women’s safety, a residential society can take the following measures: 
• Women working in night shifts should carry a rape whistle, pepper spray or a personal safety app available on the internet. Even if you don’t take the company transport and commute in your own vehicle, it’s a logical first step to ensure you have some help in case of any unwanted advances. 
• The security guards should have a list of women residents who work night shifts and a list of designated drivers with their phone numbers and addresses. They should also be given a flashlight, whistle, baton, pepper spray and an emergency first aid box. 
• If the vehicle cannot drop a woman resident all the way to the gate, the guard (or driver) should accompany her till she has safely entered the premises.
• Keep security around entry and exit gates extra tight with flood lights and have motion detection CCTV cameras and lights installed in the main gates at least. This can alert the guards to any unauthorised entry or tailgating in the context of women residents entering or leaving the premises at late hours of the night. 
• Instruct the guards to be on the lookout for any suspicious or unsavory behaviour from any regular or new drivers and to intervene when necessary. 
• The security guards should be made to keep their mobiles charged at all times, in case if any women residents need emergency help. Woman can also use MyGate, a security and community management app that ensures instant help at the time of emergency. This feature allows create a single directory of all emergency contacts
• If women residents are returning home late at night from the office and travelling in a rental cab and not the company car, they can call the guard in advance and let him know the estimated time to arrive. The guard should be made to understand that he should follow up with a call if the resident hasn’t arrived at around the expected time. 
• Security patrol should be done outside the premises especially before and around the time of return of women working late at night so that anyone lurking around can be questioned or apprehended.
• An intelligent society management app can be the perfect solution to women’s (and general) safety since it uses a secure passcode-based verification procedure for automated gatekeeping.

For the selection of the President of the association & other RWA members and for on-the-spot feedback & decisions, online election polls and surveys let the admins check in with residents any time. Mygate has introduced Election Poll and Surveys, an easy and completely contactless way to conduct society elections or ask residents for instant feedback on just about anything.

How do Surveys Work?

Here’s how Society Admin can create a Survey

1. Log in to dashboard.mygates.techletsolutions.com
2. Go to Communication and select Survey
3. Click on Create
4. Admin will set the Subject, Description, Questions Participants, One Response per flat, Survey start, and Expiry date.
5. Admin can set up to 10 questions of different types such as Short Answer, Rating Scale, Single choice, and Multiple choice.
6. Admin can start the Survey instantly or schedule the survey for selected “Start Time”

Here’s how a resident can respond

Once the Survey is published, the resident will get a notification about the Survey. 

• The resident can give the response only once
• The resident will is not able to make changes once the response is submitted
• The result will not be published to residents

How Online Polls Work?

Here’s how Election Commissioner/Society Admin can create an Election poll

1. Log in to dashboard.mygates.techletsolutions.com
2. Go to Communication and select Election Poll

3.  Click on Create
4. Admin will set the Subject, Description, Post and Nominees, Participants, Votes per flat, Poll start, and Expiry date

5. Admin can start the poll instantly or schedule the poll for selected “Start Time” 
6. While adding the ‘Post and Nominees’, Admin can also add the photo of the nominees. This will help the Residents to identify the nominee standing for the Post.

7. Admin can save the poll as a draft and continue later by modifying the details of the poll. 
8. To publish the poll to all the residents, Admin can “Save & Publish”.
9. Admin can modify the closing date of the poll when the poll is scheduled or open date. 
10. Once the poll is closed, the Admin can download the report. This report shows which nominees have received how many votes and how many residents have voted and how many have not. Only the house number of the residents is available.

Here’s how a resident can vote

1. Once the poll is published, the resident will get a notification about the poll. 

• The resident can vote for one nominee in a post
• The resident will not be able to make changes once the poll is submitted
• The result will not be published to residents
• While voting, the Progress Bar will change based on the number of questions voted

Contact your management committee or Mygate relationship manager to enable Election Poll and Surveys for your society today!