The Smart Practice Of Seeking Guidance From A Property Manager

The board of directors is responsible for many vital tasks that keep a homeowner’s association (HOA) running smoothly and efficiently. Making decisions, recommending projects or changes, and establishing priorities are just a few of the functions they oversee. While some boards conduct the daily operations, property managers are often called upon to handle the day-to-day functions as well as provide their expertise for all aspects of managing an HOA.

What is a Property Manager?

A property manager assists the board of directors with operational aspects of an HOA. Some HOAs have an onsite manager, while others work with a management company. Responsibilities often include property maintenance, administrative tasks, communication with members, financial management, vendor management, and board guidance when necessary. Additionally, property managers may be called on to manage projects and work in conjunction with professionals such as attorneys and engineers.

Tips for Building a Strong Relationship as a Board Member

Since the board of directors works closely with the property manager, boards are encouraged to build a strong relationship to facilitate communication and overall efficiency. Here are five recommendations for boards to help develop a solid working relationship with your community manager.

1. Schedule regular meetings.
   Regular meetings with a property manager give both the board and the manager a chance to discuss ongoing and new matters impacting the HOA. Whether that meeting occurs monthly or quarterly depends on the community, but a regular cadence ensures consistent communication. Property managers should come prepared to offer updates on pending or current projects, providing recommendations on next steps. It is also recommended that the board provide expectations for management’s next steps on any new items.
2. Empower them.
   While a property manager carries out tasks and projects voted on by the board, there may be times when they need to make decisions without final approval. If the board of directors could grant set guidelines to managers, assisting with the decision-making process; projects could be completed much quicker. Empowering the manager also shows the board is confident in their decision-making skills, improving their confidence, and increasing their engaged interest in the operations.
3. Deliver what you promise.
   The easiest way to break trust with the property manager is by not delivering on what is promised. If the board of directors agrees to discuss certain issues before the next meeting or supply the manager with additional information, it is helpful if they deliver on this promise. Failing to deliver on their duties could make the board seem disorganized, uncommitted, and not suited for their roles.
4. Be transparent.
   Another way to break trust with the property manager is by not being truthful. Hiding critical information or not being open about why certain decisions were made can unintentionally make the property managers job more difficult.

If your HOA is looking for a property manager or considering a property management company, contact AR Management today!