Great Communication Strategies for Your Association

Taking on the role of a board member comes with a unique set of challenges. From understanding your responsibilities to collaborating with residents and managing projects, the journey is both demanding and rewarding. Yet, for many board members, both new and seasoned, effective communication remains a persistent hurdle. The art and science of communication is crucial for building robust relationships and fulfilling your duties within a community association. While the complexities of communication are vast enough to warrant a college degree, let's distill the essence into a few practical strategies.

Emphasize transparency

Although confidentiality is essential for matters like litigation or personal information, transparency should be the norm for almost everything else. A well-informed board ensures that every member can perform their duties effectively. This open approach should extend to your interactions with the community, as well. Keeping residents informed fosters involvement and encourages adherence to regulations. A reputable property management company can support this with tools like an online community portal or detailed management reports.

Establish a system

Without a structured communication system, chaos is likely to ensue. Designate a clear pathway for communication—committee members should report to their respective chairs, who then report to either specific board members or the entire board. When working with a residential property management company, appoint one board member as the primary liaison. This ensures efficiency and minimizes conflicts; however, remember that this liaison is for communication purposes only, not for making independent decisions.

When in doubt, shout it out

The question of how much information to share with residents often arises. Generally, it's better to share more rather than less. Overloading residents with flyers is unnecessary, but ensuring everyone is informed of current projects and upcoming events is crucial. This can be vital for situations like construction affecting parking or plumbing repairs requiring water shutdowns. Involving residents by keeping them updated on what's happening in their community shows respect and transparency. An excellent property management company can enhance this with an online portal, offering residents easy access to all pertinent information.

Encourage accountability

No board member or property management team should be hidden behind bureaucracy. Each board member is elected with specific responsibilities and must be held accountable for them. Additionally, the property manager should have a clearly defined role with understood responsibilities, and the board should be clear on these roles as well. When accountability is emphasized, individuals are more open to sharing information and collaborating effectively.

Though communication can be challenging, it’s rewarding when executed effectively. By ensuring open communication channels, fostering accountability, and maintaining a systematic approach to information sharing, you can avoid confusion and build stronger relationships within your association.