Board members of an HOA spend most of their time communicating with others—fellow board members, vendors, homeowners, and their HOA management company. Therefore communication is a vital piece of a successful community association, and if it’s ineffective, your HOA could pay the price. Here are a few practices your HOA board can take to ensure verbal communication successful and appropriate each day.
It is so easy to communicate through messages, emails, and texts these days, but verbal communication should not be discounted. It’s the best way to make sure each member fully understands one another. When communicating verbally, it’s important to make sure:
- Everyone in the group gets the same message.
- You have the full attention of everyone involved.
- That everyone is on the same page. You can do this by following up with all meeting attendees and double check they understood everything before taking action.
- Try and avoid naturally occurring interruptions, like encouraging everyone to turn off their phones, so there is no loss of communication that could lead to misunderstandings.
With this being said, it’s safe to never assume that everyone clearly understand and is on the same page. Focus on reviewing your current procedures for communication, taking time to slow down and look at them. Then, change or improve them as needed.
Ask questions and make sure members know they have an opportunity to ask questions too. Even after a project has been decided on and approved, send out communication to everyone letting them know you’re ready to begin and ask if there are any other comments or questions. And continue to send follow ups as the project continues and processes. Finally, don’t forget to let people know when a project is completed. It’s a good idea to send these updates out weekly.
When communication is planned for and executed property, it’s much easier to keep everyone on the same page and avoid confusion. You might have to experiment with different communication styles to figure out what works best for you community, but verbal communication face-to-face is a great place to start.