Running an HOA without the help of a management company is demanding. Yet around 40% of HOAs are self-managed. Having the right tools to help board members stay on top of all their tasks is key. It can make all the difference for board members not to become overwhelmed. In this article, we explain what is a self-managed community association and how one single solution can help your self-managed HOA thrive. We explain what self-managed HOA software is and what it can do for different community members. In the end, we share a step-by-step process that can help you determine what solution is best for you.

What is a self-managed HOA?

A self-managed HOA is a community association that is managed by an HOA board of directors elected by homeowners, without the help of a professional manager or management company. According to the CAI, 30-40% of HOAs in the United States are self-managed.

Why go self-managed?

If you’re having difficulty finding a management company, are frustrated with your current manager, find management fees too high or feel like the board lacks control with a manager, then you should consider going self-managed.

The benefits and disadvantages

There are pros and cons to your HOA becoming self-managed that the board should consider before making the leap.

Benefits:

• Lower costs
• No conflicts with your manager
• Focus on your community’s needs

Disadvantages:

• Lack of expertise
• Heavier workload for board members
• Potential buyers may be more nervous

What is Self-managed HOA software?

Self-managed HOA software is an online portal built for homeowners associations. It streamlines and automates daily manual tasks. The goal of such a system is to tackle the challenges board members face. In general, it can be used on both desktop and mobile.  It centralizes different management and communication tools into one platform. Such as:

• Notices, text messaging, emails, and robo calls
• Website builder
• Amenity reservation system
• Maintenance requests
• Incident reporting
• Virtual meetings

What are the benefits of a self-managed HOA online tool?

A self-managed HOA software brings numerous benefits to communities.

1. Improve communication with your residents and reduce misunderstandings

Good communication is something most HOAs struggle with. It might seem easy but it’s more complex than we think. According to our 2021 survey, 86.7% of board members think that communication is an issue. It might sound obvious but people communicate in many different ways and channels. 

A common mistake that boards make is to communicate only through one channel. But it means that some residents will never see it. As a result, frustrations increase and so do violations. Using software allows you to send the same message through different channels simultaneously. By doing so, you make sure everyone received your message. This improves consistency in your communication. 

2. Easily set up a website and showcase your HOA’s information and benefits

HOA websites represent an important tool for board members, residents, and potential homebuyers. Board members can upload documents, pictures, and information there. Residents can easily find answers to their questions. 

It’s also an efficient way to attract prospective residents. It increases transparency and makes everyone save time.
Nowadays, having an online presence doesn’t require you to spend a lot of money, time, and effort. Thanks to new technologies, anyone can set up a public website with a few clicks. Some software providers include a website. So you can use website templates that are ready-made for a self-managed HOA.

3. Store your HOA documents online in a cloud-based system

HOAs have a lot of governing documents. These documents should be easily accessible to board members, residents, and potential buyers. For the well-being of a community, it’s crucial for all parties to regularly review these papers. Unfortunately, some HOAs don’t have good document storage practices. This can create a lot of tension in a homeowner association.  You should know that time-consuming searches for a specific document are a thing of the past. 

Nowadays, there are a lot of solutions that allow you to store documents online. You can indeed upload, and organize your files and links so that residents can find them easily. 

4. Automate manual tedious tasks and save time

HOA board members have a lot on their plate. But, HOA self-managed board members do even more since they don’t have a management company to help them. This can be hard on them. Especially because they may lack the knowledge to make processes quick and efficient. This is where self-managed HOA software can be your best ally. It allows you to cut down on the number of different spreadsheets, documents, and tools you use. That’s because you have everything you need in one single platform.

Normally, you can use such a platform on your desktop, phone, or tablet. This makes it even more convenient.  Here are some examples of tasks you can automate:

• Manage and route maintenance requests
• Track parcels 
• Send events or meeting reminders 
• Manage incident reports 

5. Get support from a customer success team

A customer success team is a group of people who work for your solution provider. Their goal is to make sure you use the platform and have a great experience with it. For that, they usually provide online training, video tutorials, and chat support. 

Some software companies also offer an onboarding session. It’s basically a meeting where the team will pass on the necessary knowledge to use the software efficiently. It’s also the opportunity to ask all questions you may have. 
That is certainly the best way to make the most out of a solution. Here at Vinteum, we have an award-winning customer success team who are here to help make your life easier.

How to decide which software option is best for your HOA

There are a few steps that can help with figuring out what solution is best. First, you need to understand what is not working well in your HOA. The board should discuss what they think isn’t working, and also talk to residents to get their opinion. 

• Identify what your HOA pain points or issues are
• Define what budget you are willing to invest to address these issues
• Search for different ways to solve these problems
• Weigh the pros and cons of all alternative solutions
• Build a list of HOA solution providers
• Compare prices, features, and reviews
• Pick your preferred option 

Once you’ve selected your best option, you don’t have to stick with it forever. But, you shouldn’t discard it after a few days either. Adaptation takes time.  Consider the first months as a settling-in period. It’s important to be proactive and try to make the best of any solution. If after some time you consider that it’s not the right fit, then don’t hesitate to search for an alternative. 

How can software help people in your HOA

Software can help different people in the community with their roles and needs. 

The board

The board needs to communicate with residents easily, ensuring that the largest number of residents possible will see their message. Software allows you to send emails, texts, calls, and app notifications. You can also post documents and choose who sees them, it’s best to be as transparent as possible, and include residents as much as possible. However, some sensitive documents will be board-only. Having documents stored online in an HOA-only system means that they’re separate from your personal affairs.

Finally, using self-managed software allows you to track residents, see who is moving in and out, and keep that information up to date.

HOA committees

Committees help to take the pressure off board members, as they take care of specific issues or projects in the community association. For instance, the budget, architectural review, fines, website, event, or newsletter.

Self-managed HOA software helps committees by having group communication, such as a group chat and document sharing just for that group. It also helps them to post events, maintenance, or their meetings on the online calendar so that residents know what’s going on.

Residents

For residents, the biggest advantage is to have their community at their fingertips. They can use an app or desktop to see what is going on, book amenities, post maintenance requests, and chat with their neighbors. It saves them time, as they no longer have to fill in paper forms or request documents from board members. Software can help improve their satisfaction with the community, and especially with the board.

FAQ

Wrapping Up: Self-managed HOA software 

Governing a self-managed HOA isn’t easy. It takes a motivated board of directors committed to giving their residents the best they can. Make sure to understand what your needs are as a community. Weigh the pros and cons and pick the best option out there. Remember, self-managed HOA software makes board member roles more enjoyable and guarantees residents’ satisfaction. To discover how Neigbrs by Vinteum can help your self-managed HOA to communicate better, make management easier, save time, organize your documents and processes, and get award-winning support from our customer success team book your free demo.