The Importance of Consistent Communication Between Condo Boards and Management Companies
Per Merriam-Webster, the definition of communication is: a process by which information is exchanged between individuals through a common system of symbols, signs, or behaviours.
It also states that communication is: information communicated; information transmitted or conveyed.
When it comes to the condo business, communication is paramount. And as stated in the definitions above, it’s all about finding common ground.
Whether you’re running a condo board or managing a condominium property, clear and effective communication is one of the single most important tools, as there are several moving parts when it comes to condo life.
From condo boards with a specified number of board members to those who make up the condo management team, to a specified number of condo residents, things could easily go array.
Just think, there are scheduled meetings and condo events to keep up with; communications that need to be disseminated; issues to be resolved; negotiations and contracts to be reviewed and executed; and contractors to be supervised. Not to mention dealing with the personality of each and every resident!
Needless to say, effective communication will contribute to the overall success of the condo property and the satisfaction of the residents.
An Overview Of Duties: Condo Boards and Management Companies
Although condo boards and condo management companies function differently and have varying roles, they must work together to prevent and solve issues that are bound to surface.
With slight variations from property to property, typically condo boards are responsible for four key items:
- The administration, management, and control of the condo property
- Creating and enforcing condo corporate policy and bylaws
- Guiding, regulating, and advising on how the property operates
- Overseeing the functions of hired property management companies
On the other hand, condo management companies’ duties include, but are not limited to, enforcing the rules and regulations set by the board; overseeing the daily operations; maintaining the property; resolving issues, concerns, and communicating with residents; and managing condo finances.
As you can see, managing a condominium property is not easy, nor is being a part of or running a condo board.
It all boils down to how condo boards can improve communication on their end, and how management companies can return the favour.
5 Communication Tips For Condo Boards And Management Companies
1. Know Who Is In Control
Sometimes people overstep. Other times lines become blurred. Both can wreak havoc when it comes to communication.
To ensure all parties are on the same page, having clear cut rules, duties, and action steps is a must. Knowing who is responsible for what can be empowering to both sides.
2. Communicate Regularly
It may sound counterintuitive, but both parties should over-communication. Don’t sit around and wait until an issue arises or when there is news to discuss, or when the monthly meeting is in session. Both parties should encourage open communication.
3. The Power Of Accountability
Whether you’re running a condo board or part of a management team, accountability is a driver of good communication. Echoing number one – when roles, duties, and actions are clear cut, being held accountable, tends to motivate people to open up and share more information; they are comfortable in their role.
4. Adopt and Implement Digital Technology Tools
Many may disagree, but going all-in on tech is a must. Not only does it save time, it saves money, and it can enrich communication.
Sure, there are websites, email, and social media, which are perfect for managing a condominium property, but think about all the resourceful tools out there that can enhance overall communication.
For instance, there are digital project management tools, such as Asana and Trello that can help track projects, documents, events, tasks, and more. There are powerful communication tools, such as Google Meet, Skype, Zoom, and GoToWebinar, for all of your meeting needs, especially during a time when social distancing is a must.
Further, document collaboration tools like, the Google Suite, will make like much easier, along with calendar/scheduling resources (ie. Google Calendar, Calendly).
Most offer a freemium model and are very intuitive to use, even for the most “non-techy” individuals.
5. Use A People-Focused Communication Approach
In thinking about how condo boards can improve communication with management companies and vice versa, a proactive communication approach should be taken. The idea is for each party to anticipate the other’s needs before issues or concerns arise. This may include communicating ideas, strategies of improvement, or updates regarding an ongoing project.
While we’ve only shared five communication tips for condo boards and management companies, there are plenty more that could be added to the list. The key is to never underestimate the power of good communication.
Are you seeking a condo management company that truly prioritizes transparent communication? Click here to learn more about how we do things differently.