Property managers that handle community associations (HOAs, COAs and Co-ops) often end up feeling as if they’re nothing more than the middleman. For example, owners may come to you to report certain maintenance issues, which you must then turn around and report to the board. The board may then advise you to contact maintenance workers and arrange for their services. Upon resolution, it’s up to you yet again to communicate that plan back to the owners.
Not only is this time consuming, but it also increases the risk of miscommunication. The good news is, there are things you can do to make the process much more efficient and effective. Let’s take a look.
Use technology to your advantage
Rather than having to pick up the phone and call dozens of different owners, why not set up a mass email or bulk text message? These methods save time and are far more convenient, both to you as a property manager, as well as to your recipients. What’s more, when you use technology to communicate, you’ll always have a digital record of what was said. That way, if you ever need to refer back to it for any reason, you’ll be able to pull up everything you need at the click of a button.
Create a dedicated website
The best run community associations practice transparency, particularly when it comes to things like association standards, regulations and fees. Having a secure, “member-only” website where all of this information can be easily accessed can make things much easier. You can also use the site to share community news and announcements, keep a calendar of events and scheduled maintenance, post information about the association’s budget and financial records, store meeting minutes and more. That way when questions arise, in most cases, owners can simply visit the website to find what they’re looking for, which will save you time in the long run.
As a busy property manager, the last thing you want is to be stuck in your office all day. Mobile technology has freed us up to be able to communicate anywhere at any time. What’s more, when you’re able to get out there and do your job on the go, you’ll be able to connect more personally with your owners, board members and contractors. Putting a face with a name will make future communication even more productive.
Being a property manager to a community association means communication is part of the deal. Doing so in a way that’s both efficient and effective is wise, as it enables you to optimize your time, keep everyone informed and keep the association running smoothly.