Working with an HOA management company is supposed to make life better for the entire community. It ensures that the board is supported in their work and provided with the necessary resources to thrive. Meanwhile, the property management company offers a variety of benefits, including access to maintenance lines.

What do you think happens when you realise that your HOA management is not a good fit for your needs or requirements? The worst case scenario is that they are unable to do what you need them to do for the board or the residents.

When that happens, you have to consider hiring a new management company. The question is, are you sure that the time has come for you to switch?

Signs it’s time to change management companies

Here’s a guide so you may know common red flags and warning signs of bad management companies.

The delay in complaint resolution

The longer that a complaint isn’t resolved, the worse it gets for the association. Residents won’t appreciate having to follow up on their concerns, which will cause friction between them and the board. Any unexplained delays will only frustrate people further.

Ask your management company why there are delays in the resolutions and determine if their reasons are valid. When it seems like they just took on too many clients than they can handle, you’re better off hiring a new management company that isn’t overbooked.

The insufficiency of vendor services

Vendors are to blame when you receive low-quality services. However, when all you get is low-quality services, there may be a bigger issue at hand. It is the job of the manager to choose and hire vendors for the community, after all.

If there are problems with the vendor selection process, it’s your community that will suffer. Residents will lose confidence in the board and develop a low opinion of vendors in your local area. This is a problem as the association needs vendor services to maintain operations and appearances.

The lack of routine communication

When you hardly hear from your association manager, chances are that they don’t care about your community. Proper management relies on clear communication between the manager and the association. Messages are left unread or unacknowledged for a week means you need a new management company.

Don’t expect manager to respond to your questions immediately but they have to get back to you within 24 hours at least. Even if all they say is that they have received your message and that they will get back to you as soon as they can, it’s better than radio silence.

The absence of financial transparency

As a member of the homeowners association, you have every right to know the status of the HOA finances. The HOA manager must provide the board with updated and detailed financial records so the members know how much money is available for use or not.

The management company is responsible for ensuring that vendors or contractors stick to their bids and deliver on promises. A manager who is always scrambling to organise your records is a problem. There’s no guarantee that your documents are accurate or that payments are updated.

The scarcity of advice or guidance

You want a manager who will guide you through the rules and regulations of your community, the property laws and policies in your city or country, and the legislation related to running an HOA. While it’s up to the board to make decisions for the community, the manager must support them.

Making recommendations and comparing vendor bids are only two of the many things that a manager must do to support the HOA board. If they simply act on your directives without providing input or suggestions, it’s the same as not having an HOA management company in the first place.

The lack of follow up or follow through

It’s the role of the HOA manager to turn the board’s decisions into reality. They have to establish a clear plan of action that provides details on each step, action, and objective. The board must know the status of each project at all times, without having to track the progress themselves.

If you feel like community improvement has fallen into a black hole but your manager hasn’t provided a deadline for any of them, it’s time to look for someone who understands the importance of keeping you and the board in the loop.

The frequency of manager changes

Like with any professional, people move on to better opportunities so there is going to be some turnover over the span of a long-term arrangement with your management company. The problem is when you have several managers occupying the spot within a year.

This indicates that there is serious instability with their business. A high turnover rate for HOA managers will impact your operations as it takes a lot of time for a new manager to learn the inner dealings of your specific association. There’s no continuity with projects as you’d be too busy introducing them to the operations.

The inadequacy of technology

Go for a fully modern HOA company that will go above and beyond what is required for your organisation. Observe if they are continuously improving in the quality of their service and in the efficiency of their management. See if they offer multiple communication channels for better community engagement.

Board members are sure to appreciate being able to access documents, reports, and other information about property on-demand. They won’t have to wait for hours or days before they get to access data about the association. An HOA company that’s comfortable with innovation is a must for this.

Find a remote HOA manager instead

No homeowners association should be paying a company that is unresponsive or incompetent. It’s hard to find a service provider that you may rely on though. In most cases, it’s a better idea to hire a virtual HOA manager instead.

If you’re unsure where to find a remote worker who is qualified to manage your organisation, we at Remote Workmate can help you. We’re an offshore staffing agency who meets the recruitment needs of employers in different industries.