6 Tactics for More Transparent Board Communication
When serving on a homeowners' association (HOA) board of directors, it’s very important for all board members to be “in the know" because homeowners have appointed you as the community's decision-maker. When one board member becomes the only person in communication with vendors, their community manager, and other community stakeholders, this can create tension.
By communicating openly and sharing information with all board members, no one is left in the dark, and the added transparency allows the board to lead the community as a team to the best of their abilities. Implement the following board communication tips below to ensure your board members have the highest level of transparency with each other and their community.
1. Ensure complete communication.
Each member of the HOA board has been elected to help lead the community, and they can achieve much more together when they’re fully equipped to work as a team. All board members should be aware of community happenings, vendor business and homeowner interactions. Ask your fellow board members if they’re all receiving consistent information from community stakeholders. If communications aren’t being received by all board members, make sure everything is in writing and ask your contacts to include everyone on emails going forward.
2. Read reports.
Dive deep into reporting provided by your community manager, whether it’s about finances or maintenance projects. Ask questions and ensure you fully understand the information being presented so that you and your fellow board members can make the most informed decisions.
3. Learn the role.
Seek additional board member training through your management company, real estate division or community management trade organizations. Join your local CAI chapter to stay current about what you need to perform the duties of your role on the board. Associa also offers a variety of webinars and on-site seminars.
4. Conduct vendor reviews.
Perform annual vendor reviews to evaluate the service received over the past year, set expectations and allow the vendors time to present their findings for future recommended services within your community. This will help ensure your board and your vendors continue to see eye-to-eye on the community’s goals.
5. Schedule workshops (in accordance with your state laws and governing documents).
First, double-check your state laws and governing documents to make sure that workshops comply with open meeting laws and rules. If your community is permitted to have them, board member workshops allow information to be fully shared in advance, giving board members more time to discuss and consider matters before a formal vote. Keep in mind, no decisions should be made during this time because legally, all decisions must be made at official board meetings.
6. List tasks.
Implement a weekly action list that is shared with your board using a tool like Google Sheets. Through this collaborative list, managers and board members may itemize tasks that are ongoing or completed, note who is responsible for what, and record deadlines. A document like this keeps everyone instantly up-to-date and creates clarity on the status of all your community’s projects.
Transparent Communication With the Community
As important as it is for board members to communicate well with each other, they also need to connect with individual residents and show them that the HOA is run by people who care about them. Board communication with the community is most successful when it takes place in a variety of formats- personal and public, written and verbal. Here are five places where transparent and effective communication with residents can take place:
- Board meetings and informational meetings. Make meetings accessible to members and increase attendance and participation by setting the schedule a year in advance.
- Association website. This is a great tool for real-time information and allows for weekly alerts and reminders, facilitating positive interactions with the association.
- Newsletters. Include articles about board briefings and annual meetings, but make feature articles consumer-focused with topics like legal issues, trends, and general information that matches the demographics of your residents.
- Welcome letters and welcome committee. The welcome packet should have all the helpful information an owner needs, as well as details about additional resources.
- Community apps. Setting up an app for your association will appeal to the millennial demographic and tech-savvy owners.
Making Your Board A Team
Each of these board communication initiatives will help HOA board members achieve clear communication, allowing all parties to successfully lead, guide, and execute projects while helping their community achieve its vision. For more help building stronger boards, download our ebook "Board Teambuilding Efforts That Work!". In it you’ll find team-building exercises that can help your board work through issues like board burnout, clashing personalities, and complex problems.
Board Communication FAQs
Can the HOA president make decisions without consulting others?
While it may technically be allowed, HOA presidents should never make decisions without consulting other board members. This can create a lack of transparency across the association and open the door for conflicts of interest and other issues.
What is the best communication tool for an HOA?
HOA newsletters are an effective way for boards to communicate with residents, sharing updates around the community and tips for successful operations.
What are the principles of effective communication?
Clarity, courtesy, and feedback are key principles for successful, effective communication in any situation. These principles emphasize establishing mutual understanding and avoiding misunderstandings.
What are the four types of communication?
Verbal, nonverbal, written, and visual communication are the four main types of communication. When trying to share important information with a large group of people, verbal, written, and visual channels should all be used to convey messages.