Most HOA members interact with their management company at some point, whether it is to pay assessments, request an architectural change, ask about rules, or report a concern. A good relationship between community members and the management team makes HOA living more enjoyable and organized. For board members, that relationship also determines how efficiently projects, budgets, and compliance work get done.
Here are practical ways to work productively with your HOA management company and set the tone for a smoother experience on both sides.
Know What the Management Company Can Control
Management companies enforce and facilitate board decisions, they do not create the rules or determine assessment amounts. Covenants and restrictions are determined when the community is being established, and are often challenging to amend. Management companies also help run the day to day administration that keeps the community functioning. This can include:
- Handling assessments and collections
- Communicating board decisions and policies
- Coordinating vendors and repairs
- Managing insurance, contracts, and records
- Helping boards prepare budgets and meetings
- Issuing notices and following enforcement processes
Understanding their role removes a lot of frustration that comes when people overestimate the power management has in making the rules.
Use the Tools Provided for More Information
Most modern management companies offer portals or community websites where owners can:
- View balances, make payments and confirm receipt of payments
- Submit requests or documents
- Read community rules, find forms, or other community info
- Check approved meeting minutes or announcements
- Track violation or ARC status
The community portal is an added tool for members to use to gather information before contacting the management team with concerns so everyone is on the same page.
Read Notices Instead of Ignoring Them
Notices about compliance, meetings, assessments, community projects, or maintenance are not sent to irritate homeowners. They are sent so residents are informed and have time to fix an issue or prepare for something.
Many community members may feel dread or anxiety addressing these notices, but working with a professional management partner should not be combative or aggressive. Encourage homeowners to reach out early and often when navigating community concerns. A truly experienced partner will help assist homeowners with care and expertise.
Address Problems Early Instead of Letting Them Build
If something is unclear or frustrating, say something before it becomes a blowup. A short message like, “I received this notice but I am unclear on the deadline or how to resolve it” is far more effective than waiting until a fine is assessed and then responding past deadlines.
Early communication gives management a chance to clarify, pause, or work with you before things escalate.
Keep Emotions Out of Written Communication
Management companies handle owner concerns every day so there’s no need to worry about communicating your needs. You do not have to be overly formal to work with management. You just need to be clear, factual, and respectful.
Replace:
“This is ridiculous and you people do not know what you are doing.”
With:
“I want to understand the reason for this notice and what steps are required from me.”
Tone is a strategy, not a personality trait. You can still advocate for yourself without overstepping boundaries with your professional team.
For Board Members: Treat Management as a Partner, Not a Target
Boards that get the best performance from management do a few things consistently:
- Give clear direction instead of unclear frustration
- Loop management in before decisions are announced to owners
- Avoid giving conflicting instructions from official board decisions
- Respect agreed scopes of work and not add work casually
- Hold management accountable with facts, not assumptions
Management follows the board’s decisions. If the board speaks with one voice, gives clean direction, and sets expectations, the community sees faster and more consistent results.
Revisit Expectations When Something Feels Off
Not every frustration means the management company is failing. Sometimes the issue is scope, not performance. For example:
- The company may not be contracted to perform that service
- The board may have delegated an issue to a committee instead
- Timing may be tied to budget or vendor schedules
- Expectations sometimes don’t align with what is realistic for the community. A professional partner helps clear up confusion without coming off as combative.
Before assuming something is being ignored, ask what the current agreement includes. Many boards choose to update their agreements once they understand where gaps are coming from. If your community is routinely feeling in the dark, neglected or suffering from poor homeowner support services, it may be time to look at the relationship as a whole. Bonus read: Signs Your HOA Needs Professional Support
Know When Escalation Is Appropriate, Not Habitual
If something is truly urgent or has gone unanswered after multiple reasonable attempts, it is fine to escalate to an executive or the board. But escalation used as the default is not problem solving, it is pressure. Save escalation for situations that need it.
Participate Instead of Watching From the Sidelines
The most helpful residents are not always board members, they simply choose to participate:
- Read agendas and minutes
- Attend a meeting when it matters
- Volunteer for short term tasks or committees
- Offer solutions instead of only complaints
Communities function better when more people are engaged and less is left to guesswork or rumor.
Closing Thought
Management companies are not perfect and neither are the communities they serve. The relationship works best when owners seek information before assuming the worst and when boards treat management as a partner with a shared goal rather than an adversary to police.
A little clarity, a little patience, and a little structure go a long way in keeping communication productive and respectful. When residents and boards handle management well, the entire community feels the benefit.
Arizona Community First Management
If your current relationship with management feels unclear or inconsistent, a conversation can help reset expectations or explore other support options. Arizona Community First partners with boards to build clear communication, practical service plans, and predictable outcomes. If you would like to see how our approach works, request a proposal or contact us to start a simple conversation.
