5 Ways Condo Manager Improves Association Communication

Whether you are an HOA management company responsible for dozens of associations or a self-managed association of only a dozen units, clear and timely communication with homeowners and service providers are essential to smooth operations. Unfortunately, this is often more easily said than done. Many management companies will try to get by with organically developed processes and multiple, disconnected tools. Because this kind of process is developed over time and in response to needs as they arise, it is often poorly documented and prone to error. Rather than wrangling spreadsheets and complicated mail-merges many association managers and self-managed communities instead opt to bring all their communications under the roof of an all-in-one software solution like Condo Manager. In this article, we’ll outline just a few of the ways Condo Manager can improve the communication process of your community.

1. Robust Communication History Tracking

There is little worse than the feeling like your concerns aren’t being heard or having to repeat yourself over and over again. This feeling can be all too common in communities without a good way to track their communications. Without clear communication logs, there is no way for support agents to know where the conversation was left last time an association member got in

touch or if that contact was ever followed-up. This leads to long call-times and wasted effort on retreading old ground while frustrated association members just want a solution. Condo Manager provides that solution. Every letter, phone call, and email can be stored in a detailed log that shows the date, time, member name, responding user or employee, notes and duration of each communication of easy reference later. It is even possible to mark certain communications like assessment notices or vendor invoices as billable expenses for easy billing.

2. Easily Set Reminders and To-Do Items

While constantly calling support only to repeat yourself over and over can be frustrating, reaching out and never getting a response can be just as bad if not worse. Luckily, this can be avoided with the help of Condo Manager’s built-in reminder and to-do tracking features. Any communication can be flagged as a to-do item, assigned to someone within your board or management company to follow-up on, and tracked from the same screen. This way, you will be able to increase the accuracy and speed of your customer service without letting any tasks slip through the cracks.

3. Bring Entire Communication Process Under One Roof

For a community to operate smoothly, there needs to be trust among its residents and with their association. Homeowners pay a good chunk of money and entrust a lot of personal information to their associations, and they expect that information to be handled with care. Regular, accurate communication with association members goes a long way toward developing and maintaining trust. However, accomplishing that for a large number of associations and homeowners on a consistent basis can be a massive challenge.

Many associations and maintenance companies rely on manual processes complicated mail-merge systems to connect their accounting and service records with their communications. Jumping between spreadsheets, word processors, and communication systems, trying to cross-reference records and trying to double-check every email takes a lot of time and has a lot of opportunities for error. Condo Manager eliminates that possibility by bringing all your management tools under the same roof. With a built-in word processor featuring merge options for any data you could need, it is easy to create, fill, and send accurate, timely communications with only a few clicks of a button.

4. Custom Web Portal

Relying solely on letters and email to spread information in your community can create a frustrating experience. While association members are responsible to know all the rules and regulations of their community, you can’t always expect them to keep their own records. This can lead to lots of wasted time and money responding to requests for records from the association. An alternative to sending out another copy of the CC&Rs or latest financial report to each homeowner that requests it is to make those documents readily available online. Condo Manager offers the option of a customized web portal. With this feature, associations are able to publish important forms and documents in a convenient, centralized location. It also allows homeowners to create a profile for easy, secure access personal information like account balances or violations reports without having to pick up the phone or wait for an email response. With a custom web portal, members get a better experience, while board members and management companies stay focused on running the community rather than responding to requests.

5. Association Focused Solutions and Support

Association management is a unique industry with unique challenges. Condo Manager was built from the ground-up to solve the problems facing HOA management companies and self-managed communities. Our staff has years of experience working with our software both internally and as community managers for associations across the country. We know what you run into on a regular basis, and we are confident that we can provide a solution that fits your needs. And if you struggle with any aspects of our solution, we are here. We offer dedicated support and training to help you start running your associations better.

When you are ready to dig deeper, reach out to us online for a free demo or give us a call at (800)-626-1267.