Managing your West Point HOA can be challenging at times. After all, you’re tasked with wearing many hats. Your duties range from basic bookkeeping and paying contractors to wrangling emergencies and chasing down dues. But those who feel they’ve mastered the HOA management process will tell you that even in the best-case scenarios, it’s best to prepare for the unexpected. And when it comes to HOA community requests specifically, how quickly you respond will determine how streamlined your HOA operates. Today, we’ll share a few key tips and strategies to ensure you stay on top of those requests ongoing.
Have an HOA Request Process that Everyone Understands
Those HOAs that struggle with process requests sometimes have issues with the overall request submission process. Let’s be honest. How often does someone read, respond, and affect change based on a generic suggestion box? It’s best to ensure your HOA request process, or how people can submit requests in any form, is crystal clear and transparent. Every member should know with complete certainty how to properly submit, follow up, and appeal any official request. If you have inconsistencies in your procedures, it will only lead to delayed responses and disgruntled members.
Create an Immediate Response Policy
In addition to a fully transparent request submission policy, make sure your West Point HOA requests also have an immediate response policy in place. You don’t have to resolve every problem on the spot or offer an immediate solution to each request. But what does matter and what you DO need to do is confirm receipt of these requests immediately. Let the members responsible for the submissions know that their voices are being heard and their requests will be addressed in due time. Diffuse any potential timeline issues later by enforcing a policy of acknowledgment for each request submitted.
Communicate All the Time
Not all HOA requests can be accommodated. And sometimes, solutions to certain contractor-related requests might take more than a few days to figure out entirely. The key to managing HOA requests lies in constant communication with the submitting member, so he or she knows precisely what is being done. If there is an official denial for a request, consider adopting a clearly defined appeals process, so members can feel as though they are pursuing all proper avenues for each request. And with every denial, there should be concise communication behind the official decision.
Document All Efforts
It’s easy sometimes to have members try to verbally request things when everyone is friendly and gets along well. But in those request situations, it’s also easy to forget about those requests and overlook following through on them. It’s mission-critical that every request, regardless of who submits it, needs to be documented in writing or digitally. Time stamping these requests can also be helpful in managing response times and communication. Thorough record-keeping will help ensure you stay on top of expenses, vendor management, and member services.
Leave It to the Professionals
Whether you’re dealing with requests for information, West Point HOA permissions, contracted work, or meetings, how quickly and effectively you handle them will ultimately determine the success of your HOA operation. And when the memberships grow, there comes the point when bringing in the professionals to help is the best way forward. Partnering with PMI Louisville means bringing a customizable approach to your unique HOA community, with managing those requests and everything else.
If you are facing growing pains with your West Point HOA or just starting out, let our HOA management professionals help! We can ensure every process, including those for official requests, is defined clearly and designed for timely responses and management.