How Your HOA Board Can Ensure Effective Communication

Great communication is more than just casual conversation, particularly when homeowners, HOA board members, and property management companies are exchanging important information, ideas, and thoughts. Effective communication helps to address challenges, answer questions, and strengthen community bonds. When it's lacking, chaos often follows.

Utilizing the right tools is crucial for effective communication. Different situations require distinct communication methods, making it beneficial to partner with a community association management company that can provide the ideal combination for the community. So, what elements should be included in this communication mix? Let's explore further.

Updated contact information

It's essential for an association board to implement a straightforward process for maintaining up-to-date contact information. Collect more than just physical mailing addresses. Having current email addresses allows for efficient communication with community members, while phone numbers can be essential for urgent messages. To prevent communication breakdowns, ensure you have updated contact details for all homeowners, residents, and tenants in your community.

To gather updated information, include reminders in all community communications, such as newsletters, your community website, and community events and meetings. Assign a board member or a team member to keep this database current.

Define the proper communication channels

Living in a community involves resolving issues with neighbors. Encourage residents to address matters with each other respectfully whenever possible. This fosters community ties and reduces the burden on the board or management company. Educate residents on which disputes are within the board's purview, such as noise, pet, and aesthetic issues. Mediation is an option for escalated matters and can be offered by county, city, or state organizations. In situations involving criminal activity, such as break-ins or theft, residents should contact local law enforcement.

Create social committees

An effective board should establish a committee dedicated to organizing, promoting, and executing social events. This volunteer group collaborates with the board to achieve the association's goals. Their main communication efforts involve generating interest and participation in events via newsletters, website updates, flyers, and email blasts. They should work closely with the designated social media coordinator to engage interest through those platforms as well.

Use social media – wisely

It's vital for the board to craft a clear social media strategy. While social media can be a powerful tool, mismanagement can lead to significant issues. Define your strategy's objectives, assign social media responsibilities to a specific group (like a social media committee), select communication channels with care, build followers strategically, establish a solid social media policy, and make use of the latest technology.

Consider a property management company

A suitable property management company can assist in planning and implementing a comprehensive communication strategy. This includes ensuring around-the-clock availability through a customer call center, providing alert services for emergencies, collecting feedback through surveys, and offering tech-savvy solutions.

Effective communication between the HOA board, residents, and the community association management company is crucial. Implementing these strategies can help set you on the right path, but remember, it's just the beginning of fostering great communication.