Homeowner associations and condo owner associations are responsible for communicating policies with community members. A community association manager provides management services to assist boards with administrative tasks, including community communication. Here are several ways effective communication enhances community association management:
Assists With Community Compliance
Homeowners and condo owners in a community are expected to pay assessments and follow community guidelines. Providing homeowners with relevant, up-to-date information helps them to be informed of their responsibilities. The association should inform members about assessment amounts, collection dates, special assessments, and policy and project updates.
Offering clear and transparent communication about assessments allows homeowners to pay their assessments on time. This provides finances for community projects and maintenance services. Policies in the governing documents should give clear information about what constitutes a violation of the guidelines. Understanding community guidelines can help lower complaints from homeowners.
Digital communication methods such as email or text messages help community members receive information more quickly. Some community association management companies offer their clients access to community webpages, web portals, or apps for more effective communication. A team from a management company can prepare notices with updated information for community members. They can also send letters to non-compliant homeowners, making them aware of the situation and giving them the opportunity to become compliant.
Helps Create Beneficial Policies
Creating effective communication between a community and the association allows the association to understand community needs better. This guides the association in creating beneficial policies and selecting projects that best serve the community. Community members should have clear methods of accessing their board members to make their voices heard.
The board, budget ratification, and annual association meetings allow community members to contribute their thoughts to the association. Encourage participation by keeping homeowners informed about meeting dates. Many governing documents require that community members be informed about the annual association meeting through the mail.
During the annual association meeting, proposed amendments are discussed, such as changes to the rules and regulations. This allows homeowners to participate in the decision-making process for community policy changes. This meeting also provides a platform for homeowners to provide suggestions and ask questions, creating a collaborative community.
A community association company can provide legal advice and keep you updated about local codes and state laws. Maintaining effective communication with your assigned manager, including reading their reports and listening to their input, can help your association avoid creating illegal or harmful policies. This helps prevent lawsuits from municipalities and community members.
Allows for Successful Project Management
Community associations are responsible for project management. Community projects include installing new amenities, upgrading infrastructure, mitigating water loss, or completing repairs after natural disasters. Effective project management relies on proactive communication to successfully plan and finance projects. This includes working with vendors to create accurate project estimates and coordinating efforts for project proposals.
Effective communication helps keep projects running smoothly and on schedule. Italso keeps all involved parties informed of each step. Parties that might be involved in a community project include:
- Insurance companies: After an unexpected loss, associations may submit an insurance claim. This involves working with insurance adjusters to file the appropriate claim and receive compensation.
- Vendors: Depending on the project, you may need to hire new vendors or work with your on-site maintenance team. Starting a new project includes reviewing scheduling and project specifications to make sure vendors meet your needs.
- Community members: Regularly update homeowners about the progress of community projects. If there is not enough money in the budget to fund a project, special assessments may need to be collected from residents.
If you have hired a community association manager, create an open channel of communication for the project planning and management processes. This allows you to communicate project needs effectively and make sure projects are completed to specification. Collaborating with a project management team with specialized project expertise allows for an easier flow of communication between parties.
Find a Reliable Community Association Management Team
Clear communication about the community expenditures, budget, and other relevant financial information helps create trust between the association and the community members. A community association management company can assist your association by taking notes in meetings, collecting assessments from homeowners, assisting with budget creation, and keeping financial records. Contact a management company today to learn whether they offer full-time management or customizable services.