Do's, Don'ts & Best Practices: HOA Communications Strategy
Guidelines for Successful Policy Implementation
Introducing new policies in a community presents its own set of challenges, but when board members communicate clearly and provide residents with a detailed plan outlining the necessity, implementation, and advantages of a policy, they can effectively avoid conflicts and gain resident support. Transparent and open communication from the board lays a strong foundation for effective policies and satisfied residents. Keeping the community informed elevates the likelihood of adherence, making policy enforcement smoother for the board. Unsure about the best ways to communicate with residents? Consider these communication dos and don'ts to guide your board's efforts and achieve community buy-in.
DO: Clearly Explain the Necessity of a Policy
When residents grasp the rationale behind a new regulation and understand what actions might constitute a violation, they are more inclined to comply. This is particularly true for policies on contentious subjects such as pets, decorations, or parking. Whether the regulation stems from state requirements, resident complaints, or a need to mitigate liabilities, explaining these reasons helps garner resident support proactively rather than facing pushback.
DON’T: Postpone Communicating Changes
Although gathering comprehensive information and delivering concise messaging about policy changes is vital, avoid allowing this process to delay communication. Review the community's governing documents to comply with any timelines for announcing changes. Some bylaws may require boards to notify communities about policy changes within as little as 30 days, making prompt communication crucial.
TIP: Collaborating with an experienced property management company can ease the burden of creating timely communications. A proficient property manager understands how to effectively broadcast messages using the most suitable channels.
DO: Highlight the Benefits for Residents
New policies often prompt residents to question their personal benefits. Clearly articulating the advantages of a policy helps residents understand its potential to enhance the community and their lifestyles. Whether the policy contributes to higher property values or increases safety, making the benefits relevant to residents helps prevent perceptions of restrictive measures.
TIP: Make policies relatable by presenting them as enhancements rather than restrictions. For instance, a community could enforce stricter rules for a pool area during storms, while simultaneously allowing the pool's parking to serve as guest parking, fostering community approval.
DO: Provide a Step-by-Step Guide
Effectively communicate the steps for adopting, complying with, and enforcing new policies to enhance compliance. The quickest way to face resistance is to withhold details about the implementation process. Educated residents are more likely to accept new regulations, reducing mistrust and conflict during enforcement.
TIP: Offer residents a step-by-step policy breakdown and initiate discussions for feedback. Engaging residents in pre-implementation discussions may preempt negative responses post-enforcement.
DON’T: Depend on a Single Communication Method
While technology simplifies communication, over-reliance on a single method, such as email, may lead to gaps in reaching all residents. Email addresses can change, and not everyone checks emails frequently. Utilize various communication channels by employing two to three different methods to spread timely messages broadly.
TIP: Recommended Board Communication Channels
- Text Messages
- Direct Mail
- Posters/Bulletin Boards
- Meeting Announcements
- Phone Calls
- Newsletters
- Social Media
- Community Website
- Flyers
Diverse communities benefit from varied communication approaches. A multi-channel strategy minimizes miscommunications and increases community engagement.
DON’T: Emphasize Only Immediate Benefits
Avoid concentrating solely on short-term impacts when discussing policy changes. Highlighting long-term advantages can underscore a policy's community value. For instance, a policy restricting tree types might seem more beneficial if the long-term risks like damage and costly removal are emphasized. Residents are likelier to adhere to policies when these long-term benefits are consistently communicated.
TIP: Collaborating with a professional property management company can help maintain consistent communication and reinforce the policy's long-term value.
The Connection Between Effective Communication and Policy Success
Creating engaging messaging and fostering community engagement through communication strategies is crucial for passing successful policies. Boards that explain how policy changes can enhance property values, improve residents' quality of life, and deliver long-term benefits are more likely to succeed with fewer compliance issues.
