As family and friends start to leave, and the holiday decorations start to come down all throughout your managed community, now is a great time to plan for the upcoming year. New Year, New You? We all love the idea, and revamping some key elements on how you manage your HOA properties can make all of the difference in the world for an even more successful 2020. Here are some new year’s goals so your HOA management team can grow in the New Year:
Streamline Your Process
It’s incredible how much time we lose with inefficient processes. For the new year, take some time to audit your procedures both in the office, and around the community, to see if there are any areas that your team is taking more steps than necessary.
For example, how efficient are your practices for inspecting the neighborhood for HOA violations? Manual data entry can be an antiquated and time-consuming process. Most property management teams’ process looks something like this: patrol the neighborhood and take hand-written notes for each violation identified, finish the property tour, return to the office and transcribe notes, create and send out emails, create and send out letters, make notes in the resident’s file, communicate with management team.
This manual process eats up precious time that could be better spent elsewhere. In 2020, look to technology to help save you time, money and stress levels. Consider HOA management software that is cloud-based and offers a full suite of packages that will cover all of your needs. A good HOA Management software can take out many of the repetitive steps in your inspection process, automate your notifications, and consolidate team notes in one location that your entire team (and board, when necessary) can access from anywhere – mobile or office. Some key things to analyze when considering your options:
- Do they offer a full suite of products to cover your needs? (Violations, Work Orders, Architecture requests, Resident Portals, and accounting options)
- Does the software integrate with systems you already have in place?
- Does the software suite offer mobile, office, online and offline options for access?
- How involved is the company with set up?
- Do they offer HOA management software for management companies and self-managed communities?
Answering these questions will help you make the right choice when you upgrading your systems with a cloud-based software solution.
Communication is key for any great management team, and HOA management is no different! Too often teams struggle with clear communication between the board and with residents, and even within the team itself.
First, are you communicating quickly and efficiently? Show your residents and team that their questions, and time are valid and important. Fast, thoughtful communication will go a long way for relationship building both in the property management team, and with residents.
Additionally, be sure to keep residents apprised on HOA on-goings including board meetings with information, and updates to policies or HOA bylaws.
Lastly, and perhaps most importantly – make sure that you’re giving your residents and team members straightforward and easily accessible methods for communication. Do your residents and team have a simple way to contact the HOA management team? How easy is it for your team to share notes and information within your current system? There are several online software options to consider that offer fast, easy-to-access ways for residents, board members, and the association team to communicate.
Healthy and frequent communication between the team, board, and residents is vital for success in your community.
With these simple New Year goals for your HOA management team, you’ll see a happier and healthier community, along with a team that’s more efficient and functional.
We can toast to that!