How to Avoid 5 Common Condo Board Member Mistakes
Serving as a board member of your condominium isn’t an easy job. No matter what your level of experience, mistakes can happen. Although some of these common condo board member mistakes can be corrected with ease, why not avoid them altogether by learning from other board members’ experiences? Check out these recommendations for handling five common mistakes.
Mistake: Letting personal feelings override your community’s best interests
Most of the time, residents volunteer to serve as board members so they can improve the condo’s financial health and residents’ enjoyment of the building or community. Of course, members will feel strongly about the place they call home and because of this, emotions or a personal beef can sometimes get in the way. That can create rifts within the board or with members of the community at large which is never a good thing.
Solution: Treat your board operations like a business and making decisions rationally
Being on a board means recognizing that you’re not acting as an individual, but that’s not always easy to do. Seasoned board members know how to navigate their emotions. They accept the board’s decision – even if they don’t agree – and go on, because they’d expect the same. Learning to prioritize the needs of the community is crucial for any condo board member, as is tempering your emotions when things don’t go your way.
If the board notices that a member is getting too heated during a board meeting or is contradicting the board’s decision, it’s appropriate – and necessary – to address the issue immediately. While it’s important for boards to participate in healthy discussion when decisions are being made, once it’s been finalized the community needs to see that the board is moving forward together. This will help reduce divides within the community and keep you from making one of the most common condo board member mistakes.
Mistake: Micromanaging the property management company
It’s understandable that many board members initially feel like they need to stay on top of everything. As a result, they either interfere in the duties assigned to their property management company or they delve too deeply into the details of their condo’s operations.
Solution: Working in partnership with a trusted property management company
The board’s role is to set the strategic goals and policies of the community. The management company is there to enforce those policies and take care of managing the community’s operations and take some of the burden off the board’s shoulders. To do that, a good management company will help the board in many ways including: offering training, identifying ways to cut costs, helping craft the annual budget, and offering needed advice. Condo corporations should make sure that the management company they hire is trustworthy, and then they need to empower it to fulfill its role. In a good partnership, boards understand their roles and responsibilities, and property mangers understand theirs, too. Each one lets the other do their job and trusts them to do so.
Mistake: Leaping before learning
New board members may be so enthusiastic that they quickly jump in with both feet when they first join their condo’s board. While enthusiasm is great, board members who haven’t spent time reading their governing documents, learning about their new role, and understanding the history of past decisions can create problems for their community.
Solution: Getting educated
When first joining their board, new members should make a point of reading through their governing documents so that they fully understand the condo corporation’s current policies and their function as a condo board member. If the property management company offers board training (and it should), new members should be required to enroll. The right training will cover such topics as running board meetings, preparing budgets, obtaining the right insurance coverage, and understanding the value of reserve studies. This training will help set the board member for success and avoid another one of the common condo board member mistakes.
Mistake: Adhering to the status quo when it no longer works
In contrast to a board member who is eager to change everything is the board member who is unwilling to make any changes. This can range from refusing to make changes to outdated condo policies to holding onto a property management company that isn’t providing the level of service the community needs.
Solution: Re-evaluating the condo corporation’s needs and opportunities each year
The first thing you should assess is whether your management company is giving you enough value. So much of your community’s success depends on the company you work with. A large company will have the depth of resources to keep up with new developments in the industry and provide you with innovative approaches to generating income, saving money, running your day-to-day operations, and handling legislative updates that can impact your community.
Mistake: Failing to keep the lines of communication open
No one wants to be the bearer of bad news, and this is also true for board members. Perhaps the board must make a necessary, but unpopular, decision (like enacting new policies). Or maybe a significant number of residents have complained about a community issue, but the board has more pressing issues it plans to address this year. In either case, a common board member mistake is neglecting to keep the community informed. Just as frustrating for residents is when board members are difficult to reach or don’t respond to their questions and concerns in a timely manner.
Solution: Communicating transparently with residents
Being transparent is often talked about, but your board must make sure clear communications are sent out and should be done so using a variety of channels. Sending emails, postal mail, bulletin board postings and uploads to your community website keep residents informed of what’s going on within the community. Educating owners on where they can find information is also an important step.
Above all, board members shouldn’t ignore an issue that residents bring up repeatedly. It may not be one of your goals, but it clearly matters to residents, so it needs to be addressed in some way even if it’s letting them know it’s not something that you plan to act on that year. Best practice is to send out a quick communication to the community to let them know their concerns have been heard and will help reduce questioning. Residents can also be directed to their property manager for answers.
Lean on Your Property Management Company’s Experience to Help Avoid Common Condo Board Member Mistakes
Serving as a condo board member can be very rewarding, but it can also be challenging. Follow our simple tips and you’ll be better prepared to navigate around some of the more common board member mistakes. And remember that your property management company can also share unique insights to help you successfully run your condo corporation. They have years of experience working with boards and have learned how to avoid the common pitfalls a board can face.