Whether you’re managing a well-established condominium association or a new one, whether you have 5 or 50 members, the guidelines below will make the difference between a successful association and an unproductive one.
1. Build a community.
Sure, you’re dealing with a network of neighbors who live in close proximity to one another, but that doesn’t necessarily mean there’s a built-in sense of community. Building relationships among association members, and condominium residents in particular, is one of the most important tasks you must perform as a condominium association manager. A strong community is an inherent part of any productive condominium association.
2. Give everyone a voice.
Essential to a strong community is good communication. Remember that association members ultimately pay for the decisions your association makes, whether they ultimately agree with them or not. Because everyone has a vested interest in the issues at hand, it is critical that all members feel they have an equal opportunity to have their voices heard. While you may be the spokesperson, your most important job is to make sure you represent your contingency and act in your best interest.
Which means that it is imperative that you know where everyone stands on various issues that affect the condo. And remember, the more input you have, the more likely you are to come up with creative solutions; Allowing all members to speak their minds and offer their opinions will go a long way towards ensuring that everyone wins in the long run.
Perhaps most important is fostering an environment in which all members listen to each other’s opinions with respect. After all, no matter how vocal the association you have, if no one is listening, it will all be for naught in the end.
3. Communication is key.
Now that you have your membership speaking, you need to bring those many voices together into one decisive communal voice. As a manager, it is your responsibility to liaise between various parties involved, including unit owners, tenants, legal entities, real estate offices, and lending institutions. It’s up to you to make sure everyone gets the information they need in the most efficient way possible.
There are several ways to disseminate information and you should choose the one that works best for you and the members of the association. And remember, you also want things to be as easy as possible for you. Consider the following options for communicating with association members:
* Send out a periodic newsletter (weekly, monthly, bi-monthly or quarterly, whatever makes the most sense for your association).
* Set up a website where news is posted as needed (but if you go this route, make sure you have a proactive, web-savvy membership).
* Send emails as needed (keep things simple by setting up a distribution list and sending out an annual notice for email address updates).
* Hold regular meetings where everyone can come together to share information.
4. Be financially smart.
Whether you’re looking for a contractor or shopping for condo insurance, do your homework and make sure you’re getting the best possible value for your association. Ask for referrals from trusted sources, request offers, and read reviews when available. And remember, the “best value” isn’t always the cheapest option; it’s better to pay a little more up front if it makes the difference between getting the job done right the first time and dealing with the problem again in a few months or years. .
5. Stay organized.
Organization is critical to effectively running a condominium association. You’ll want to make sure you keep meticulous records of everything: meeting minutes, important correspondence, repairs and upgrades, and financial records are just a few of the items you’ll need to track. Investing in a simple system that is easily accessible at all times (not just for you but for all necessary parties) will ensure that you stay on top of everything.
Finally, remember that even if you are the administrator of the association, you are not alone in this. He has a great resource at his fingertips: the members of the association. They have a vested interest in making sure the condo community, communication, finances, and records are in good order. The more you involve your members, the better it is for everyone.
