Technology, although oftentimes behind the scenes plays a big role in successful community management. The capabilities of your management company’s software have a large impact not only on you as a board member but also the homeowners within your community.
The management industry’s technology has evolved greatly over the past decade. The technological advancements have made it possible to streamline processes, increase efficiency, enhance membership communication, offer more robust reporting, and create transparency between management and the community members.
Not all management company’s software solutions are created equally. As a Board of Directors, you will want to do your due diligence in learning more about the specific software your management company utilizes and its capabilities. You may find in doing your research that your management company is using an antiquated solution that doesn’t best serve the community or that they are ahead of the curve and keeping up with impactive trends.
To set you up for success, here are some questions that you may want to ask your existing management company or potential management company during the interview process:
- Do you provide an online portal that gives homeowners access to their current account information 24/7?
- Do you provide a board portal for the Board of Directors to view sensitive community information?
- Can your community managers upload violations while at the property when performing inspections and do they contain photos?
- Are you capable of doing email blasts/text messaging to mass communicate with the membership and if so, is there a fee?
- What reporting capabilities does your system offer?
- Can we view and/or approve invoices online?
- Can we view vendor work orders online?
The value that innovative technology brings to your community is transparency. It allows for the Board of Directors to view important data in real time over the internet. With advanced technology, you can see current violation statuses, work orders, delinquent account information, invoices with payment status, etc. This alleviates the guess work as to whether your community manager has been to the property, if a specific invoice has been paid, if your manager has captured a specific violation or if that leaking sprinkler has been addressed. With enhanced technology, you are merely a click away from getting the information you need, when you need it.
Although technology isn’t the first thing that comes to mind when contemplating successful community management, it plays a significant role in keeping you and your homeowners informed. Be sure to ask the right questions when interviewing new or existing management, to ensure they are keeping up with technological trends that provide transparency and efficiency in the operations and management of your community. Sometimes the difference between successful and not so successful management is just a click away!
About Tru-Star Management Solutions
Tru-Star Management Solutions is a full-service, boutique HOA management firm specializing in providing high level, personal service to Arizona’s beautiful community associations. The company’s personal approach to superior management, as well as the years of experience of their talented community management team are key differentiators for the firm. For more information, visit www.trustarmgmt.com.