Keeping Your Community on Track During the Holiday Season

Living in a planned community, condo, or co-op can make the holiday season an exciting time, but for those on the board of directors, it can also mean added responsibilities. From making sure decorations are up to planning parties, there’s a lot that needs to be done. The challenge is whether a group of dedicated volunteers can handle everything without turning it into a stressful experience.

Yes, it is possible to accomplish everything with minimal headaches! Below are some tips that can help your board manage the bustling holiday season efficiently.

Include holidays in your annual budget

When developing your association’s annual budget, do not forget to allocate funds for holiday events. Consider costs for parties, new decorations, and treats for the children. This foresight will prevent residents from having to contribute extra money for each holiday celebration, making it more enjoyable for everyone.

Plan your decorating

Do not wait until the last minute to plan holiday decorations. Even if you're reusing last year’s décor, some advance planning is still needed. Remember to address these areas early on to ensure everything goes smoothly.

Contractors

Consider hiring contractors for holiday lights and decorations. To secure a spot on their schedule, start getting bids by July or August, and aim to have arrangements finalized by September. This proactive approach ensures you aren't left scrambling for last-minute help.

Holiday lights

Avoid the frustration of faulty holiday lights by testing them well before installation. Checking them in advance can save time, money, and hassle later on.

Replacements

Assess the condition of your decorations once the holiday season ends. This is the perfect time to determine if any items need replacing. Allowing yourself ample time to shop when the best deals are available ensures you'll be better prepared for next year, without unnecessary clutter.

Liability

While not often a joyful subject, liability is crucial during holiday preparations. According to estimates, holiday decorating injuries cause about 15,000 emergency room visits each year. Verify that anyone involved in decorating, from your staff to committee members, is covered by liability insurance before any ladders are climbed.

Be ready to receive more packages

Holiday seasons bring a surge in package deliveries, so plan accordingly. If not already in place, establish a standard operating procedure (SOP) for handling packages. This ensures a smooth process, preventing last-minute chaos.

Storage

Efficient package storage becomes crucial when daily deliveries increase. Options include using your decoration storage area or a bike room if available. If space is really limited, consider having residents authorize direct delivery or night staff handling deliveries.

Alerts

During peak times, especially in mid- to large-sized communities, door or mailbox notifications can become unmanageable. An electronic alert system can streamline notifications for both staff and residents, ensuring everyone knows when a package arrives.

Tracking

Proper package tracking is vital to prevent items from going missing. Rather than signing off on all packages at once, staff should verify each item received. Implementing an internal tracking system, coupled with regular audits, can help maintain order.

Find appropriate ways to thank your staff

Residents often wonder how best to express gratitude to community staff. Whether through tips, gifts, or events, navigating this can be tricky. Here are some practical suggestions:

Gratuities and gifts

Establishing a gratuity fund can simplify the process of rewarding staff, with the board or management responsible for distribution. This often occurs at a holiday gathering, with contributions recognized through a collective card. Community managers typically receive a performance bonus instead of holiday tips, following specific company rules.

Parties

While community events may see the manager acting as host, it’s generally advised against inviting other staff to maintain professionalism. Staff should also refrain from attending private resident-hosted parties.

Keep it safe

Security must be prioritized with the influx of holiday guests. Ensure guests sign in and fill out necessary paperwork for extended stays. Residents should inform guests of community rules. Verify security equipment is operational and enforce any policies related to gatherings in common areas, possibly requiring additional security for large events.

A little forethought can ensure your community continues to run smoothly, allowing your board members to enjoy the holiday season as well.