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Communicating and Solving Issues With Your HOA Management Company

September 2, 2021 BLOG Feature

If you’ve ever been part of an HOA, on the resident side or the management side, you know that disputes are inevitable. Trying to resolve these disputes can take time, but it doesn’t have to be difficult or stressful. When you need to communicate dissatisfaction on the behalf of your board or your residents, follow a few simple steps to keep the interaction pleasant and productive for all parties involved.

Be Prepared With as Much Information as Possible

One of the most important steps is to have all the information you can find on the particular issue, and to make sure it’s accurate. If you don’t understand the full situation, it’s much harder for your management company to work with you to achieve the outcome you desire.

The five “W’s” are critical here:

  • The Who: everyone involved in the situation, including any residents, board members, property owners, and management company employees.
  • The What: details of the incident or incidents, and any subsequent events caused by the initial issue.
  • The When: any and all dates and times you can gather in relation to the issue and related events.
  • The Where: any related (or primary) incidents that occurred on HOA property should be recorded, and any subsequent effects that arise off-premises as a direct result of the initial incident.
  • The Why: the initial reason for dissatisfaction, whether it’s a dispute over contracted work specifications, an argument with a resident over fees, or an unfortunate injury on HOA property.

The more details you have, the better (and faster) your management company can address and rectify the situation.

Keep Your Cool and Be Polite

They say you catch more flies with honey than vinegar, and they’re not wrong. When presenting an issue or expressing discontentment to your HOA management company, keep the conversation civil. While it’s understandable that emotions can run high in such situations, losing your temper benefits no one, especially you! Maintain a level head and present your facts calmly, and you will be much more likely to yield a positive outcome that solves your issue and makes all parties happy.

Brainstorm Workable Solutions Ahead of Time

Consider the best possible scenario coming out of the conversation, then come up with two to three reasonable suggestions for solutions to the issue. Bringing potential solutions, rather than just problems, to the table will help the process go faster—and make it more likely you’ll get the result you want. Consider your options and where you are, or aren’t, willing to compromise as well. That way you can get what you need out of the exchange without giving up what’s important to you.

Successful problem solving with your HOA management company is not only possible, but can even be easy with thorough preparation and a calm demeanor. Looking for more advice on communicating with your HOA management team? Contact us and we’ll be happy to help!

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