HOA property management software is a system that helps HOA managers and board members run their communities. It is an all-in-one platform where you can perform different tasks. You can use it to manage the association’s finances, amenities, and assets. Some even allow you to set up websites and communicate via different channels. 

With so many options in the market, it is challenging for managers to pick the right solution. They need to find one that meets their needs and satisfies the HOA board members, who have the final say. 

In this article, we’ve put together several steps for choosing the right software.

Benefits of HOA Property Management Software

When looking to invest in new software, you should begin by clearly defining your objective. Otherwise, you will struggle to prioritize your needs and choose benefits that make sense for your situation. 

Here are some examples:

• I’d like to decrease response time, so board members and residents can get timely responses.
• I’d like to spend less time on tedious tasks to focus on the more important stuff.

Any benefit will sound impressive if you don’t know what you want. And you may end up with an overly complicated and expensive solution. Having a clear objective in mind will help you find the right solution more quickly.

The overall benefit of HOA property management software is to be more efficient and have a complete overview of your HOA. You save time by automating tasks that would otherwise take hours or days to complete. You can also use the same software for all your HOA needs, so you don’t have to buy and learn new tools for every task.

The market is full of providers that sell software with different functionalities. Each feature has its own benefit, so you will need to decide which ones are essential and which aren’t. Here are some examples:

• Set up and maintain websites with no coding or technical knowledge required
• Handle amenities scheduling and establish rules of usage
• Send communications to board members and residents via different channels in one platform
• Issue financial statements and track invoices 
• Track and organize assets
• Store documents online and generate shareable links

How to Choose the Best HOA Property Management Software?

The following is a step-by-step guide to choosing the best HOA property management software. We will look at important factors you need to consider and evaluate before making a final decision. 

1) Defining: Identify your needs, requirements, and objective

As mentioned above, the first step is understanding what you are looking for. The best way to define your needs is by gathering feedback from your colleagues and the communities you serve. It will help you understand what the current challenges are. 

2) Searching: Create a list of software that could meet your objective

Once you have set your requirements, it is time to search for software providers. You can easily find them on Google or other search engines such as Yahoo. You can also ask for referrals from people you know and trust. It is the best way to find great solutions. 

3) Evaluating: Compare different solutions and narrow down your choices 

Now that you have your list of software solutions, you can start comparing them. This step is time-consuming, but it is important that you do it well. Make sure to use different criteria for comparison. You can, for example, sort them according to their:

• Features
• Price
• Customer support
• Free trial/Free demo availability 
• Client reviews 

Use criteria that align with your requirements and prioritize what matters the most. 

Customer support is an essential aspect to consider. Implementing new software usually requires an effective onboarding process. We recommend choosing a company that provides excellent customer support and is easily reachable through different channels. Most of the time, clients fail to adapt to new software because of poor or nonexistent support. 

Capterra and Sourceforge are great platforms where you can check clients’ reviews. You can see if users are happy with the support they receive and if the software is worth a try. 

4) Choosing: Pick the software that offers everything you need 

Now that you have narrowed down your list, you can choose up to three solutions and see how they work in action. Most providers allow demos and short-term trials. Ideally, do both, but always start with a demo. A software demonstration enables you to speak with someone from the company and immediately clear any doubts you may have.If you start with the trial, you may feel lost and give up too quickly on a great tool. 

Don’t hesitate to involve other decision-makers in the demonstration so they can also give their opinions. 

Once you have finished testing the different platforms, you can finally choose the right HOA property management software. 

How to Encourage Board Members or Colleagues to Implement an HOA Property Management System? 

The HOAs have the final say about whether they want to use software. As a community association manager, you may have to encourage them to do so. The same goes for your colleagues if you work in an HOA management company. Although it is not an easy task, there are a few steps you can take to smooth the process. 

Fear of change is a common feeling among people. The last thing you want is for people to be so afraid they reject the idea immediately. To avoid that, you should make sure that you are communicating with them, so they know what is happening and why. They need to understand that the new HOA property management software is not a threat but an opportunity. You can show its value through social proof, like how other HOAs or companies have implemented the software and how they benefited from it. Finally, the best way to convince anyone is by showing them its benefits and how it can make their lives easier. 

The right time to discuss new software is during a team or board meeting. You can present one or two software solutions and discuss them. Make sure to come prepared so you can easily reply to questions. To help you, bring materials such as demo recordings or customer case studies that show the benefits. This will help the meeting’s participants better understand what an HOA management system can do. 

Final Points 

The HOA software market is very competitive, and there are so many choices out there. But the right decision needs to be made based on your needs and requirements. 

There are many benefits to switching to a modern and powerful HOA property management system. It saves time, increases efficiency, and improves board and resident satisfaction.

If you are looking for powerful yet user-friendly HOA property management software, request a free demo and find out how Neigbrs by Vinteum can help you and your communities.