Community management among HOAs in Tacoma, WA, and nationwide has come a long way in recent years. With the rise of technology and the ever-changing needs of today’s residents, traditional HOA management practices are being revolutionized by modern approaches, leading to better communication, increased customer satisfaction, and more efficient processes. 

While there are countless factors in the evolution of the community management industry, we’re taking a closer look at what defines modern community management and how it has transformed the way HOAs are managed nationwide.

The Emergence of Modern HOA Management

Homeowners associations as a concept are only about a century old, with the first HOAs being traced back to the early 1900s in Pasadena, CA. Although they were initially slow to gain traction, HOAs boomed in the 1950s and 1960s, along with Southern California’s new home construction following World War II.

Homeowners associations were a solution for several key needs, the largest of which was the lack of municipal development in the area. By establishing HOAs, residents could control their new communities and achieve a standard of living that cities could not guarantee.

Today, an estimated 61 percent of new U.S. housing is within an HOA. Modern residents recognize the value of HOA living, with community associations consistently preserving property values and maintaining a high standard of living for their residents. As Americans have embraced HOAs, community associations have continued to grow larger, and these communities have, in turn, turned to professional HOA management companies to sustain themselves and thrive with a large population to manage.

To effectively manage such large communities across the country, successful HOA management companies have turned to a couple of key tools to improve resident satisfaction and overall quality of life.

Five-Star Customer Service

One of the tools that HOA management companies utilize is five-star customer service. In today’s competitive market, residents expect the best, and community management companies are constantly striving to improve their customer service to match and exceed resident expectations.

With an emphasis on creating a positive and welcoming community, modern HOA management firms understand the importance of excellent customer service in retaining satisfied residents. Today’s community managers must provide not just the basic necessary services but also quick and thorough follow-up, advice, guidance, and proactive anticipation of future needs.

Modern HOA management also needs to be completely personalized. Every community is unique, and community managers must therefore adapt to the specific needs and preferences of each community. By taking the time to understand the community and its residents, managers can provide tailored solutions that improve the overall experience for residents.

At The Management Trust, we have a team of dedicated employee-owners who live in the same communities they work in. This makes them acutely aware of each region’s problems and preferences and uniquely motivated to solve them proactively and efficiently. Whereas other HOA management companies simply react to their residents’ requests, we anticipate the needs of our residents and strive to think differently and do more for our communities every day.

Convenient Electronic Tools

With an increasing number of homeowners relying on technology to get things done, many HOA management companies are opting to modernize operations to get ahead of the competition and provide a better experience for members. Convenient and efficient digital tools not only make the job easier for community managers but also free up more time and resources to allow them to focus on providing high-quality services to residents.

One of the most common examples of these implementations is online community resources such as websites and portals. Community websites that are updated and user-friendly can keep residents updated on all the latest neighborhood happenings, creating transparency and acting as the first line of defense against any resident questions. Member portals are also hugely beneficial, allowing residents to log into personal accounts and handle administrative tasks such as paying dues, updating contact info, reviewing a work order status, or submitting questions to their HOA management. 

SMS communications solutions further elevate community management services by enabling 24/7 communication with residents. Smart text-messaging helpers such as The Management Trust’s Trusty provide a convenient way to get answers to basic homeowners association inquiries. With Trusty, residents can receive community notices, manage payments, submit maintenance requests, and more right from their phones at any time or day of the week.

If you want a modern HOA management partner that will prioritize resident satisfaction and boost your community’s success, look no further than The Management Trust. We’ve been an industry leader for over 30 years, with more than 1,500 communities served nationwide. To learn more about our full range of community management services for Tacoma, WA, HOAs, including 24/7 resident communication, call The Management Trust at 253-472-0825 or fill out our online contact form today.

In today’s fast-paced environment, it’s easy for Tacoma, WA, homeowners to become disconnected from their community. With busy schedules and endless distractions, it can be challenging to stay engaged in the neighborhood and stay up-to-date on everything that’s happening.

However, low homeowner engagement can have a significant impact on the overall well-being and success of your community. From neglecting important decisions to a general lack of community spirit, low engagement can lead to a wide range of issues that decrease resident satisfaction. If your HOA is suffering from low homeowner engagement, here are several simple strategies that can help boost interaction and create a thriving community.

Send Out Surveys

One of the most effective ways to encourage homeowner engagement is by sending out surveys to assess their concerns and needs. Homeowners don’t always have time to go to board meetings or otherwise go out of their way to participate. By generating and disseminating surveys directly to homeowners, you make it easier for them to share their thoughts and, therefore, make it more likely that they will do so.

Surveys can provide valuable insights into what matters most to residents, identifying areas that need improvement. They are also a great way to gather feedback on past and future community events, services, amenities, and more. Surveys also give homeowners a voice and make them feel heard, which can go a long way in fostering a sense of community.

Encourage Volunteering

Volunteers are the backbone of any community, but this is especially true of homeowners associations. Virtually every aspect of HOA operations is handled by volunteers, including your HOA board.

However, while serving on the board is a great way to get involved, it’s a big commitment that not every resident has the time or willingness to take on. To encourage homeowners to test the waters of community engagement, encourage them to join specific committees.

By giving homeowners a chance to contribute to the well-being of their community through these committees, you are fostering a sense of pride and ownership in their community. Volunteering can also help bring neighbors together, creating new friendships and strengthening existing ones. Whether it’s a big project or a small task, having a sense of purpose and contributing to the community in some way can be incredibly fulfilling for residents and give them a new outlook on the importance of community engagement.

Show Appreciation to Volunteers

While recruiting new volunteers can be immensely helpful, it’s important to recognize and appreciate the existing volunteers who currently allow your community to run smoothly. Thanking volunteers for their contributions can go a long way in boosting morale and encouraging continued engagement.

A thank you note or a small token of appreciation can make a significant impact and will be greatly appreciated. You can also highlight volunteers’ efforts on the neighborhood’s social media page, online portal, or newsletter to publicly recognize them and thank them for their dedication. Showing public appreciation not only acknowledges the individual’s efforts but also inspires others to get involved.

Create a Sense of Community

Another great way to increase homeowner engagement levels is by creating a stronger sense of community. It’s essential to provide opportunities for neighbors to get to know each other and form connections, and this can be easily done through regular community events such as barbecues or game nights.

Community events offer a chance for homeowners to voice their opinions and concerns in a casual setting. By creating a welcoming and inclusive atmosphere, residents are more likely to feel connected and engaged in their community.

Invest in Digital Tools for Easy Access

Many community associations now use web portals to allow residents to easily access important information such as meeting minutes, financial reports, and other documents. They serve as a great central point of information and can provide residents with non-urgent updates in lieu of emails or other direct communication.

This digital approach saves time for both homeowners and community leaders, making it easier to communicate and engage with residents. It also provides a more convenient and modern way for homeowners to access community information, which makes them more likely to do so. The more residents are aware of what’s happening in their community, the more likely they are to share their thoughts and participate in HOA events, creating a more engaged community.

Utilizing HOA management firms with modern tools for resident communication, such as The Management Trust’s Text Trusty, will increase resident satisfaction and encourage greater future engagement by providing instant answers to any questions or discrepancies residents may have.

If you want a community management partner that will engage residents and boost your HOA’s success, look no further than The Management Trust. We’ve been an industry leader for over 30 years, with more than 1,500 communities served nationwide. To learn more about our full range of community management services for Tacoma, WA, HOAs, including 24/7 resident communication, call The Management Trust at 253-472-0825 or fill out our online contact form today.

One of the pain points for homeowners when searching for the right Tacoma, WA, HOA is annual fees. Most homeowners want the ideal scenario of low HOA fees with high standards and services, but this is almost never the attainable reality.

The truth is that there are pros and cons to low HOA fees, so it’s important to assess what will work best for your unique HOA. While low dues keep residents happy in the short term, it also reduces your ability to maintain and improve your community association over time.

While lowering HOA fees to attract or appease homeowners may seem tempting, it’s important to understand the pros and cons of lowering HOA fees before making such an important decision.

Are Low HOA Fees Good?

At first glance, low HOA fees may seem like the ideal solution. All homeowners want to save money, so offering lower annual fees can make your community more attractive to potential buyers. 

However, as with most cheap things, you typically get what you pay for. While low HOA fees will leave residents happy in the short term, it can cost your community much more in the long run by reducing your HOA’s offerings and leaving residents unsatisfied with their quality of life.

Pros of Low HOA Fees

As mentioned above, the obvious pro of low HOA fees is the short-term satisfaction of current and prospective homeowners. Property owners already have a lot of expenses to worry about, so having lower HOA fees will please residents and attract new buyers. After all, who doesn’t like saving money?

However, this happiness is only ever short-term, as the lacking finances will inevitably result in a lower standard of living. From neglected amenities to a lack of reserve funds, there is a wide range of negatives that will start to appear as the HOA fails to collect sufficient fees.

Cons of Low HOA Fees

Homeowners often don’t understand everything involved in running a successful HOA, so while they may rejoice at the idea of paying low annual fees, they’ll soon begin to complain once their expectations for quality of living aren’t met. When insufficient fees are collected, there are three main issues that will begin to plague your HOA: inadequate maintenance, surprise assessments, and even legal trouble.

One of the primary purposes of HOA fees is to cover the cost of maintaining common areas and amenities within a community. Lowering annual fees can result in inadequate funds for essential maintenance and repairs, leading to a decline in the community’s appearance and, therefore, a decline in property values.

Having lower annual HOA fees can also result in surprise costs for homeowners later down the line. Part of the HOA’s annual fees are allocated to reserve funds for any emergencies or unexpected major expenses. If insufficient fees are collected, the HOA may have to issue a special assessment to homeowners to cover any sudden costs. This can cause significant financial stress for some homeowners and generally decreases resident satisfaction community-wide.

Finally, low HOA fees can cause legal trouble for your community association. HOAs are governed by federal, state, and local regulations that must be adhered to. If lowering HOA fees results in cutting corners or skimping on essential services, it can put the community association at risk for legal penalties. To ensure that you’re meeting any legal requirements for your area, it’s always best to invest in a professional HOA financial management firm that can assist you with determining appropriate and sufficient fees.

At The Management Trust, we can assist Tacoma, WA, HOA boards with handling difficult tasks such as issuing assessment increases. While executive decisions always come from the board, we can execute those plans and implement any changes that need to be made on behalf of the community association. More than 1,500 communities throughout the country trust The Management Trust to get the job done right, including dozens throughout the Tacoma, WA, area. To find out more about our full range of available HOA management services, call The Management Trust at 253-472-0825 or fill out our online contact form today.

With the goal of maintaining the overall appearance and value of their community, Tacoma, WA HOAs are responsible for enforcing rules and regulations, managing finances, and maintaining common areas. To achieve this, community associations typically rely on two key entities: the HOA board and an HOA management firm.

While both entities have a common goal, they differ in their specific responsibilities and their approach to fulfilling these responsibilities. Before seeking professional community management services, it’s important for HOA board members to be aware of the differences between the two parties and how exactly an HOA management company can benefit their neighborhood.

HOA Boards vs HOA Management Firms

The HOA board is a group of elected members who are responsible for managing the HOA and making crucial decisions about how it operates. The board consists of homeowners who live within the HOA and volunteer their time and efforts to serve their community.

HOA management firms are third-party service providers that are hired by the HOA board to manage the day-to-day operations of the community. They have a team of hired professionals who have the knowledge and experience to handle the maintenance and administrative tasks of the community association.

Both the board and the community management company need to work together to operate the HOA and ensure its success, but sometimes the responsibilities of each party can start to become blurred. This is especially true when the HOA board isn’t aware of the clear difference between the two and begins to request or expect that the management firm take over some of the board’s duties. Although the management company is there to help the board as much as it can, some duties should remain reserved exclusively for board members.

Responsibilities of the HOA Board

Every HOA is composed of volunteer board members who vote on how funds are allocated, which rules are set into place, and other important decisions. They organize community events, create projects for the improvement of common spaces, choose community vendors, and much more. 

Ultimately, the HOA board’s responsibility is to maintain property values by ensuring their neighborhood remains a desirable place to live. This can involve hundreds of daily decisions and tasks, all working toward that goal. Being a member of an HOA board means dedicating time to your community and advocating for the best interests of the neighborhood. It’s an important role, but one that comes with many important duties.

Responsibilities of an HOA Management Company

While the HOA board focuses on the big picture and makes decisions for the community’s well-being, the HOA management company executes its decisions and handles day-to-day operations. The community management firm will perform administrative tasks including answering homeowner inquiries, vetting and scheduling vendors, and collecting dues from residents. A full-service HOA management firm such as The Management Trust will also offer comprehensive financial services such as tax filing assistance, annual budget preparation, vendor billings, escrow services, and audit coordination. 

While the HOA board is still the exclusive decision-maker in the community, laying out the rules and fees, the HOA management company works to effectively execute the decisions made by the board while ensuring residents’ happiness and satisfaction. The board can decide which day-to-day responsibilities the management firm takes off its plate, but all policies and executive decisions remain the responsibility of the board.

Utilizing a reputable and full-service HOA management company for day-to-day duties can help your board focus on the bigger picture, so your community can fulfill its full potential. If you want a community management partner dedicated to building a community you love through whatever means necessary, look no further than The Management Trust. We’ve been an industry leader for over 30 years, with more than 1,500 communities served nationwide. To learn more about our full range of community management services for Tacoma, WA, HOAs, call The Management Trust at 253-472-0825 or fill out our online contact form today.

If you’re a member of a Tacoma, WA, HOA board, you’re likely familiar with the extensive list of duties and responsibilities that HOAs have to undertake to care for their communities. From creating and enforcing day-to-day rules to maintaining shared amenities, there’s a lot that goes into managing an HOA of any size. If your HOA board is feeling overwhelmed with their duties, an HOA management company can go a long way in relieving you of day-to-day tasks while you focus on making executive decisions that improve your neighborhood’s quality of life.

However, if you’re investing in professional community management services, you want to ensure that they’re actually benefiting your community and performing to the highest standard possible. If you want to evaluate the performance of your HOA management firm, here are four key metrics you can use.

Contractual Requirements

The first and most important metric to evaluate your HOA management firm’s performance is to review the performance requirements outlined in your contract with the company. This is the foundation of your working relationship between your HOA and the management firm, so your community manager should be doing all the included tasks at a minimum.

Ideally, your community manager should go above and beyond the outlined job description. However, if there are any discrepancies between the contract and your manager’s performance, you should have a conversation with your HOA management firm to address the situation. Additionally, if there are any tasks not outlined in the contract or tasks that are being underprioritized by your manager, you may want to request adjustments to your contract for the future.

Budget and Financials

The financial health of your HOA is another crucial metric to evaluate your HOA management firm’s performance. Your community manager should review your HOA’s budget with the board on a regular basis, and they should keep you informed about any significant financial changes. They should also ensure that your community is operating within its budget constraints and that expenses are managed effectively if HOA financial management is part of your agreement.

Your community manager should also have strong attention to detail when it comes to financials. This means going over expenses, invoices, and statements regularly to spot any discrepancies or potential issues. They should also provide detailed financial reports and bring up anything they’re unsure about.

Communication

Good communication is the cornerstone of any successful relationship, and this is no different for the relationship between your board and HOA management firm. Your HOA management company should be proactive in their communication and regularly provide updates. They should also be open and responsive to any questions or concerns you may have.

Timely communication is also crucial. If you find that your management firm takes too long to respond to your messages or fails to communicate urgent information in a timely manner, this may be a concern that necessitates a discussion with your management company.

Resident Feedback

The final metric to evaluate your HOA management firm is feedback from residents. A good HOA management firm should establish personal relationships with residents and be approachable when it comes to addressing any concerns or issues. They should also be proactive in following up on raised issues and show a genuine interest in resolving any problems.

If your HOA management company has failed to establish any personal relationships with residents, or if residents are explicitly submitting negative feedback about your management company, this can be a red flag. Take note of any recurring complaints or issues and address them with your HOA management firm. Ultimately, resident happiness is the main priority of both your HOA board and your community management company, so if your residents aren’t satisfied, it’s a clear indication of the need for improvement.

HOA community management is no easy feat, which is why HOA management companies such as The Management Trust are beloved by Tacoma, WA, community associations. We can help ease the burden of HOA board members and ensure that every aspect of your HOA’s daily operations is well taken care of. From administrative duties to financial planning, we can tackle every aspect of community association management and help your neighborhood thrive. To find out more about our wide range of community association management services, give us a call at 253-472-0825 or fill out our online contact form today.