It may seem easy to manage a small HOA but it is not always the case. If you use outdated processes it can quickly become overwhelming. Luckily, digital solutions such as small HOA management software have made processes easier. These platforms allow board members to centralize all of their activities in one place. It also allows them to execute simple tasks without the need for multiple spreadsheets.
Read on to learn more about small HOA management software and to find out if it is the right solution for your small community.
What is small HOA management software?
Small HOA management software is an online platform that helps you perform day-to-day HOA tasks. It allows you to:
- Easily communicate with residents
- Access important information and documents in one place
- Manage and update the residents’ directory conveniently
Is there a difference between small HOA management software and standard HOA Software?
There can be a slight difference. A few providers built their software with small HOAs in mind. This means that their solutions are very basic and could not serve larger HOAs.
The main difference would be in the number of features both platforms have. A small HOA management system would usually have fewer features than a standard HOA management system.
However, standard HOA software can often meet the needs of small communities. While this solution may seem too robust for small communities, there is often the possibility to adapt it to your HOA’s reality. This means that you can remove the features that won’t serve you.
Also, some companies offer different packages (basic, standard, premium). The premium package usually contains more features whereas the standard one contains fewer. The basic and standard packages usually have more accessible prices. This is very convenient for small HOAs that have less funds.
What are the advantages of software for small HOAs?
1. Neat processes in place
Far too often, small HOAs do not have good processes in place. Some may have to copy all residents into an email for communication, or even pick up the phone and call residents. Others use a group text chain to talk to each other, which isn’t great for important notices. Some even walk door to door to post notices. All of this takes a lot of time. If you do not have any process in place, even the easiest task becomes difficult.
Even if you are a small community, you need to get rid of outdated manual activities. Implementing a system for small HOA management will help you get everything organized. You can quickly automate tedious tasks such as the ones we mentioned above. It will not only save you time but it will also increase residents’ satisfaction. If all members of the community receive information timely and regularly there will be fewer conflicts.
2. Greater transparency and accountability
Even if the community is small and you think you know everything that is going on you want to make sure that the board is accountable for their actions. A lot of the time, one person is in charge of managing all the documents. These could literally be sitting in someone’s filing cabinet at home, or in someone’s personal computer. This increases the risk of losing or damaging important documents. It also complicates things when you transition to a new board.
By using small HOA management software, everyone has access to important files. Files are saved on the cloud, ensuring their safety. On top of this, you know exactly what the board activities are. This increases trust between homeowners and the HOA board.
3. Encourage potential home buyers
A great advantage of using a small HOA management platform is that you can easily create a website. Sometimes, smaller HOAs think they don’t need a site. But, regardless of the size of your association, having an HOA website can help you in a lot of ways.
One of the many benefits is that it allows you to engage easily with prospective homeowners. People that are looking for houses in small HOAs could easily find you online. They can quickly find your details and contact you if they like what they saw on your page. For that to happen, you need to personalize your site so that it can reflect your community’s look and feel. This also is very simple if you use good software.
It is also important to consider the fact that some states like Florida (Florida Condo Website Law) make a website obligatory for homeowners associations. Therefore, you need to check your state laws and governing documents to be compliant. They made it a law to improve transparency in community associations, so even if the law doesn’t apply to you, it is a good practice to follow. In Florida, they are discussing increasing the law’s scope, so it’s good to be ahead of the game.
Top 3 Features for Small HOA Management Software
1. Online HOA documents storage
Keeping only paper copies can become a nightmare. They can get lost, or damaged and it’s hard to know what you have and where. Most software for small HOAs allow you to store your HOA documents online. This is the ideal way to ensure all your copies are safe and accessible. Homeowners are able to access governing documents and other important files in one location. You can also easily sort your files. For example: by date, name, importance, topic, or even by project.
2. Create an HOA Website
Whether it’s required by law or not any HOA regardless of its size needs a proper website. Small HOA management software makes website creation easy and affordable. You don’t need any technical knowledge to build or update your site. You just need to use a pre-built HOA website templates and add the content that you want. To do that, you don’t need to know anything about websites. Discover the benefits in the image below:
3. HOA communication tools
An HOA communication tool is a digital solution that facilitates communication between homeowners, board members, and other stakeholders. These tools are usually featured in HOA apps, software, or online portals. They allow you to send information via different channels such as email, notices, text messages, and more. Keeping residents always in the loop can be a difficult task. By sending messages through different mediums, you won’t have to wonder who got the information and who didn’t anymore.
There are a lot of other features that may be better suited for larger HOAs. However, smaller communities could also use them depending on their needs. Here are some examples:
- Conduct HOA inspections
- Manage and reserve amenities
- Track packages
- Manage maintenance requests
- Host online board meetings
Smaller communities can easily get the word out because of their size. They just need to find the right tools.
How to find the ideal small HOA management software for your community?
There are many providers in the market so you need to make sure to find the right fit for your HOA. It can be an overwhelming process but if you follow our step-by-step instructions you will know exactly what to do.
- Define your challenges, needs, and priorities
- Determine the budget you are willing to allocate to tackle these challenges
- Make a list of HOA software companies
- Compare prices, features, and user reviews
- Select your two preferred options and request a free demo or free trial
An important aspect to consider when choosing a system for your HOA is customer support. Moving from manual processes to digital ones can make you nervous. You may not know where to start or what to do. Having a team of experts available to help you during this transition and even after is useful. Some companies provide support by phone, chat, and meetings. This is a great added value that not every company provides. So make sure to ask for it because you commit to a platform.
One of the main objections small HOAs have when thinking about implementing software is the price. Some think that software is extremely expensive and they don’t have the budget for it.
Also, if they are small they likely do not have a large budget, so we can be a very budget-friendly solution for Small HOAs that just need a website and some of the basic functions of a management portal. Fortunately, it is always the case. There are a lot of budget-friendly software options available. Some are even free but be careful with free solutions, they are often not the best ones.
Final points
These days, many solutions exist to make processes straightforward at a very affordable price. Small HOA management Software makes board member roles more enjoyable. At the same time, it guarantees residents’ satisfaction. You can now cut down on forms and paperwork and have everything stored in one place.
Changing processes and going paperless may sound complicated. Choosing the right software may also be overwhelming but with our five-step process, it’s a no-brainer.
