Knowing how to run an HOA involves much more than just implementing rules and policies. It also includes developing projects, conducting meetings, organizing events, and fostering a sense of community within the association. 

Although it involves many responsibilities and skills, there are several best practices that can help you.

In this article, we will cover the 10 essential principles in successfully running an HOA. 

10 Essential Principles on How to Run an HOA

1. Developing Effective Leadership

Within an HOA, leadership means much more than just planning and organizing projects. It also includes fostering a sense of community, honesty, and engagement. This means that a leader should involve residents in their community’s plans. Below are 3 tips on developing effective leadership skills: 

1. Think critically: Being a good leader means anticipating possible issues and creating plans to solve them. That way, if the problem does arise, the consequences won’t be as severe. It is also important to seek out opportunities that can benefit your community. In other words, a leader should be proactive – don’t wait for something to happen, anticipate it. 
2. Motivate others: It is normal for people to lose drive, but a leader should know how to motivate them again. There are many reasons for why someone might be unmotivated; they might feel that their work is not being recognized or that they are doing monotonous tasks. It’s important to cultivate a positive environment where everyone feels appreciated and rewarded for their contributions. 
3. Discipline: Discipline is a skill that you can build by developing habits. In short, discipline involves knowing how to manage and organize yourself. One way to do this is by knowing your weaknesses and what you can do to improve. If you are not disciplined, your goals and projects will not be executed effectively.

2. Establishing Effective Communication

Communicating clearly and effectively is one of the main attributes of running an HOA efficiently. However, communication doesn’t limit itself to speaking. Being a good communicator also involves being able to transfer information, whether that be orally or through writing. By ensuring transparent and clear communication, you avoid misunderstandings and ensure trust within the community. 

Many tools can be used to strengthen communication within your HOA:

• HOA Newsletter: within a newsletter, you can include important announcements, events, policies, and members news/spotlight. It is a great way to include residents and foster a sense of community. 
• Smart Calls: smart calls are automated voice messages you can send to homeowners in the case of an emergency. 
• HOA website: an HOA website is a tool that can be used to showcase your community to potential residents and provide important information to homeowners. 

3. Fostering Transparency

Leading your HOA with transparency and honesty is crucial. It helps build trust among residents, and board members resulting in a stronger community. It also helps avoid misunderstandings and conflicts.

One way to foster transparency is by using HOA software for record-keeping. It centralizes important information, ensuring equal access for everyone. This not only promotes inclusivity but also strengthens trust among residents.

4. Ensure Compliance 

Knowing how to run an HOA involves making sure everyone is compliant with the law and community’s rules. You need to be familiar with the governing documents such as the CC&Rs and by-laws. It is also essential for all members to have easy access to these documents so they can consult them whenever they need.

Below are 5 ways you can ensure compliance among members:

• Communication: Regularly share important rules, particularly during specific seasons, such as close to holidays when violations may be more frequent. This proactive approach ensures that all HOA members are well-informed about these guidelines.
• Committee: Creating a committee to help manage and enforce rules within your HOA can be helpful as it delegates responsibility.
• Go digital: Having your governing documents easily accessible to the community will help residents be aware of important rules. One way to make them more accessible is by storing HOA documents online. 

5. Committing to Continuing Education

Since HOA board members are volunteers and may not have management experience, it’s important for them to learn about the industry.

A good HOA board member should be knowledgeable about their association’s governing documents, their responsibilities, and their limitations. 

Nowadays, board members can easily access a variety of free learning opportunities. Numerous websites offer valuable resources and blogs discussing HOA management. There are also plenty of classes, both in-person and online, providing the convenience of learning from the comfort of their homes.

6. Running Effective HOA Meetings

HOA meetings are a key part of community life. Board members need to learn how to run these meetings efficiently to make the most of everyone’s time. It’s also important to communicate effectively when inviting members to ensure everyone is informed. As a board member, you’ve got to keep the meeting on track, follow the agenda, and create a positive atmosphere where everyone feels comfortable sharing their opinions.

7. Involving Community Members 

Having an engaged community is crucial for a positive and happy community. Unfortunately, many communities struggle with members’ engagement. It can be a daunting task to get people more involved, so here are 3 tips that can help you out:

• Communication platforms: Regular communication ensures that everyone in the community stays in the loop. This way, they are more likely to contribute to projects or participate in events. Emails, newsletters, social media, and notices, are all great tools to use to communicate with residents. 
• Encourage feedback: Have forms or a suggestion box so that residents can provide their inputs and suggestions for the community. This way, they will feel heard and are more prone to engaging with the association. 
• Encourage them to join the board: Encourage residents to run for a position on the board. Especially if they often reach out with ideas or suggestions.

8. Prioritizing Mental Health for Board Members and CAMs

Prioritizing your mental health is essential when running an HOA. Unfortunately, it is very common for board members and HOA managers to become overwhelmed with the amount of responsibilities. Having a heavy workload, constant complaints, and bad communication can contribute to burnout. 

Fortunately, there are ways to avoid getting burned out. By creating a schedule and finding a balance between work and personal life, you can better manage stress. Having committees to delegate tasks and reduce the workload can also help. Also, automating tasks with HOA software allows you to spend less energy on tedious and repetitive tasks. Finally, if you realize you are too stressed, it’s important to ask for  help from a friend, co-worker, or a professional . 

9. Handling Disputes and Conflict Resolution

Disputes and conflicts are very common in HOAs. Whether it’s between neighbors or board members, these situations can quickly escalate. They can impact the board’s functionality and the overall community atmosphere. To address this, having dispute resolution strategies in place is crucial.

When conflicts arise, the board needs to assess whether intervention is necessary or if the issue might resolve itself. Implementing a platform for homeowners to submit requests allows the board to evaluate and determine the appropriate course of action.

Dealing with conflicts requires impartiality and neutrality. Board members should set aside personal relationships and focus on factual information rather than emotions when addressing disputes.

10. Leveraging HOA Management Software

Using HOA management software can make running an HOA much easier. It makes all tasks more manageable, organized, and streamlined. It reduces stress and allows board members to be more productive. 

HOA management software allows you to centralize all your activities in one place. Here are some key features: 

• HOA Communication Tools: Multiple communication tools centralized in one platform, allowing board members to efficiently send messages to members through various channels.

• Maintenance Requests: Homeowners can easily submit requests for repairs, ensuring prompt notification to the board without the risk of oversight.

• Document Storage: Digital storage simplifies file retrieval, eliminates concerns about document damage, and contributes to a more sustainable and tidy community.

• Website Creation: Establishing an official website facilitates easy access to community information, events, and updates, enhancing overall communication.

• Amenity Reservation: Efficient tools for residents to reserve community amenities, ensuring a smooth process for scheduling and managing shared spaces.

Wrapping up: How to Run an HOA

Managing an HOA involves juggling various tasks like being a good leader, communicating well, and sorting out issues. To figure out how to run an HOA smoothly, you’ve got to know your community inside out. You should also dedicate yourself to continuous education to stay informed about the latest best practices.

Thankfully,  HOA software can make all these tasks easier. It saves you time and helps you improve the quality of your work.