The most significant issues that arise in communities stem from miscommunication. It’s often no one’s “fault,” because communication problems are so common and few know the best way to address them appropriately to solve the matter and mitigate future dilemmas. It’s important to keep in mind that communication is a two-way street, where both parties involved must honestly and consistently exchange ideas, feedback and concerns. The following communication techniques are crucial to maintaining reliable HOA management service in Peoria, AZ area neighborhoods and communities.
Establish and regularly use communication channels
There are so many ways for people to communicate: phone, text, email, Facebook, dedicated portals, regular mail and so on. It’s impossible to properly manage every communication channel. To improve and maintain communication between HOA management and community members, clearly define the channels for discussing issues. For example, maintenance requests must be called in, but community enhancement suggestions should be submitted via email.
Don’t assume HOA members will just know the proper communication channels. Will everyone remember the exact protocol for each scenario? No, but most will happily communicate appropriately when instructed on how to do so.
Respond in a timely manner
Part of establishing consistent communication channels is also setting expectations for how quickly your HOA management service in Peoria, AZ will respond. If people call the emergency line because of a burst pipe, they should know to expect a response within the hour. However, random suggestions for the neighborhood can be handled with far less urgency. The more consistently you respond, the better residents will understand your communication processes.
Maintain updated contact list
With out-of-date contact information, your communication efforts are wasted and will end up costing you precious time and money. Instead, ask HOA members to confirm and/or update contact information annually. This is also a good opportunity to remind people about how to communicate with the HOA. Additionally, this is a chance to ask people to let you know about any problems they’ve noticed that they haven’t brought to your attention. Explain how they should submit these concerns to engage them in the correct communication procedures.
Create a social committee
People want to get involved with their community and are willing to lend a hand with planning and hosting events. These volunteers become your HOA ambassadors, as they are both residents but also directly tied to the HOA. While helping to build a close-knit neighborhood of friends and acquaintances, they can also serve as your eyes and ears on the ground. They’ll be less intimidated to communicate concerns or problems. Plus, they can report back on issues they’ve heard about from others in the community.
Communication problems can drastically affect a community. That is why neighborhoods looking for HOA management service in Peoria, AZ trust Tru-Star Management Solutions, LLC. Our business implements the best communication techniques, including dedicated community portals to manage messages as quickly and correctly as possible. Contact us today to learn how we can help you transform your community with expert communication strategies and more.
