5 Ways to Strengthen Relations with Your Condo Management Company

The relationship between condo boards and management companies is an integral part of what makes a housing community thrive.

When property management companies disappoint tenants, it can be difficult to repair the relationship or move forward with unity and understanding— making day-to-day responsibilities more complicated for all involved.

Fortunately, however, with a proactive and collaborative approach, worst-case scenarios can be avoided and both parties can function as allies rather than opponents.

Here are 5 Ways You Can Strengthen Relations With Your Condo Management Company

1.    Set Clear Policies and Expectations

It is always best to clearly define roles, responsibilities, and processes as soon as you establish a partnership with a property management company. This allows both condo boards and management companies to refer to documentation in the event of a dispute, eliminating any confusion. Additionally, it reduces the likelihood of either party crossing a line, since each team will have a clear picture of what lies ahead.

Some topics you’ll want to cover during this initial meeting include:

  • Who is responsible for enforcing bylaws and regulations, as well as methods of enforcement
  • Process for budget negotiations
  • Process for negotiating and approving vendor contracts
  • Emergency response plans and processes
  • Communication expectations and methods

If you have been working with a condo management company for a while but feel roles and responsibilities need to be revisited, you can always ask to schedule a meeting with your management company to evaluate existing processes and make improvements.

2.    Team Up and Host a Tenant BBQ

Coming together and doing something good for your condo community is an excellent way for condo boards and management companies to strengthen ties. Joining forces to reach a common goal will emphasize the importance and purpose of your working relationship, making it easier to connect and see eye-to-eye.

Ask your property management company to participate by supplying food, providing games or entertainment, and interacting with tenants on the day of the event.

Your tenants will appreciate the gesture and it will add a new depth to your partnership by allowing both parties to focus on something fun, rather than just conflict management or day-to-day operations.

Please note: In light of COVID-19, group gatherings may not be safe. Check your government health regulations before planning an event and ensure all safety precautions are adhered to.

3.    Use a Web Portal for Convenient Communication

We’ve all been caught in a game of phone (or e-mail) tag at some point or another. It’s inconvenient under any circumstance, but for condo boards and management companies, it can actually be quite detrimental.

Using a web portal or online communication platform is an excellent way to avoid unanswered calls and miscommunication. Most modern platforms will send notifications directly to your mobile device when you’ve received a message— a great feature for busy property managers. Plus, many offer video call and voice note capabilities (ideal for those who prefer speaking over texting).

Platforms like Asana, Flock, and Slack are all great options that can improve productivity and make it easy to stay informed. Just be sure to do your research and select the tool that’s best suited to your unique needs!

4.    Create a Welcome Package for New Tenants

Many of the most common complaints made by tenants against their condo board or management company stem from a lack of clarity. This is especially true when new tenants move into a condominium complex without a formal introduction from their condo association or property management team.

Creating a detailed welcome package for new condo owners is one of the most effective ways to curb this problem.

In each package, you can cover common topics of concern, such as:

  • What to do (and who to contact) in the event of an emergency
  • Pet policies
  • Monthly condo fees (and how to pay them)
  • Visitor and parking policies
  • Garbage and recycling practices, Etc.

Being upfront and transparent with new tenants reduces the likelihood of them being caught off guard or left out of the loop, greatly reducing instances of conflict. In turn, this makes it easier to maintain a positive relationship between condo boards and management companies, since there is no need to constantly settle tenant disagreements.

5.    Don’t Take Things Personally

There will be times when condo boards and management companies don’t see eye to eye on a particular issue. It is inevitable. But that doesn’t mean it has to be a grievous situation. Remembering that everyone is trying to do their job to the best of their ability can go a long way when there is friction between property managers and board members. Try not to let differences of opinion become unprofessional altercations. Everyone involved must be committed to upholding the same conduct standards and be willing to relinquish their need to be right if it means reaching a mutually beneficial conclusion.

Keeping these condo management best practices in mind will lead to more positive interactions and better living experiences for all tenants.

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