Benefits of Being Proactive vs. Reactive in Community Associations

Managing physical assets and employees of a community association can be a daunting task. As a manager, you can either be proactive or reactive. A proactive manager takes measures to prevent issues before they occur, while a reactive manager only acts after a problem has already arisen. The benefits of being proactive are numerous, especially when it comes to managing physical assets and employees. In this article, we will explore the advantages of being a proactive manager and board member, as well as the importance of maintaining good relationships with vendors.

Community associations, whether it’s a homeowners association (HOA) or a condominium association, require the skills and expertise of a proactive manager to keep the community running smoothly. Community Association Institute (CAI) recommends a proactive management approach for managing physical assets and employees of a community association.

A proactive manager takes a preventative approach, predicting and identifying potential problems before they occur. This management style requires forethought, planning, and a good sense of the community’s needs. In contrast, a reactive manager responds to issues as they arise. A reactive manager is often forced to make quick decisions without considering the impact on the community. Proactive management offers numerous benefits that can make a community association more efficient and effective. Some of these benefits include:

Cost savings

A proactive manager can save the community association a lot of money in the long run. By identifying and fixing problems before they become major issues, the manager can prevent costly repairs and replacements. For example, a proactive manager may notice that a roof is starting to deteriorate and schedule repairs before the roof fails, causing water damage and other problems.

Improved communication

Proactive managers often communicate more effectively with the community association’s board, employees, and residents. They provide regular updates on projects, maintenance, and other issues, which can prevent misunderstandings and confusion. Additionally, proactive managers are more likely to seek feedback from stakeholders, ensuring that their needs are being met.

Better planning and organization

Proactive managers are skilled at planning and organizing projects, maintenance, and other tasks. They create schedules and timelines that allow the community association to operate smoothly and efficiently. This ensures that tasks are completed on time and that there is no disruption to the community’s daily operations.

Increased safety and security

A proactive manager takes safety and security seriously. They identify potential safety hazards and take steps to mitigate them before accidents occur. Additionally, proactive managers work with local law enforcement to ensure that the community association is safe and secure.

CAI Best Practices for Proactive Management

CAI recommends several best practices for proactive management of physical assets and employees of a community association. These include:

DEVELOP A LONG-TERM PLAN

A proactive manager should work with the community association’s board to develop a long-term plan for maintenance, repairs, and replacements. This plan should be based on the community’s needs and priorities and should be regularly updated.

Conduct Regular Inspections

Regular inspections of the community’s physical assets, such as buildings, roads, and landscaping, can identify potential problems before they become major issues. A proactive manager should conduct regular inspections and create a schedule for routine maintenance and repairs.

Invest In Training And Development

A proactive manager should invest in the training and development of employees. This can help ensure that employees are skilled and knowledgeable, which can improve the quality of work and prevent costly mistakes.

Create A Communication Plan

A proactive manager should create a communication plan that includes regular updates to the community association’s board, employees, and residents. This plan should be tailored to the needs of the community and should be regularly reviewed and updated.

Work With A Network Of Professionals

A proactive manager should work with a network of professionals, including contractors, engineers, and attorneys. This can ensure that the community association receives high-quality services and advice, which can prevent costly mistakes and improve the community’s operations.

Benefits of Being a Proactive Board Member

In addition to the benefits of being a proactive manager, there are also advantages to being a proactive board member. One of the most significant benefits is that it helps ensure the community association is well-managed and financially stable. A proactive board member will take steps to monitor the association’s financial health and make adjustments as needed. This can include reviewing budgets regularly, negotiating contracts with vendors, and identifying areas where cost savings can be achieved. Another benefit of being a proactive board member is that it helps build relationships with community members. By being visible and engaging with members regularly, board members can build trust and confidence in the association’s leadership. This can lead to increased member participation in association activities and a more vibrant, engaged community.

Being a proactive board member also helps ensure that the association is compliant with all relevant laws and regulations. This includes maintaining accurate records and documentation, ensuring that all financial transactions are transparent and above board, and complying with all applicable employment laws and regulations.

Importance of Good Vendor Relationships

In addition to being proactive in managing physical assets and employees and serving as a proactive board member, it is also important to maintain good relationships with the vendors used by the community association. Vendors play an important role in maintaining the physical assets of the community, and a good relationship with them can help ensure that work is completed on time and within budget. A good vendor relationship can also lead to cost savings. When a vendor knows that they have a good relationship with the community association, they may be more likely to offer discounts or other cost-saving measures. This can help the community association save money over time. Maintaining good vendor relationships also helps ensure quality work. When a vendor knows that they have a good relationship with the community association, they are more likely to go the extra mile to ensure that work is completed to a high standard. This can help prevent issues from arising in the first place, which can save the community association time and money over the long run.

Conclusion

In conclusion, the benefits of being a proactive manager when managing physical assets and employees of a community association cannot be overstated. Proactive managers are able to anticipate problems and take preemptive action to prevent them from occurring. This helps to avoid costly repairs and downtime, as well as employee turnover and low morale. Proactive managers are also able to identify areas for improvement and implement changes that benefit the community as a whole. Similarly, proactive board members are crucial to the success of a community association. They are able to provide direction and guidance to the management team, ensuring that the association is run efficiently and effectively. They also represent the interests of the community and are responsible for making decisions that benefit all residents.

Finally, it is important to have good relationships with the vendors used at the associations we manage. Vendors play a critical role in maintaining the physical assets of the community and ensuring that residents have access to necessary services. Good relationships with vendors help to ensure that work is completed in a timely and efficient manner, and that the community receives high-quality service.

Overall, being proactive rather than reactive in managing physical assets and employees, serving on a Board of Directors, and working with vendors is essential to the success of a community association. It requires careful planning, communication, and collaboration, but the benefits are well worth the effort. By working proactively, community associations can create a better living environment for their residents and ensure long-term success for the community as a whole.

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Written by: Chris Petrik, CMCA, AMS, PCAM General Manager, Silo Point Condominium Chris.Petrik@FSResidential.com