Community Association Living

Tell us you work in association management without telling us you work in association management. We’ll start. When you’re a CAM company or manager, summer isn’t exactly the season of relaxation it’s cracked up to be. That’s because it’s pool season and peak violation season. As homeowners take off for summer vacation, host outdoor parties, and keep their new boats in the driveway, managers must ensure they still maintain their lawns, comply with noise ordinances, and follow parking rules, among many other things.

More citations means more questions and frustration from both homeowners and managers. However, with the right tools, CAM companies can increase transparency around the associations’ rules, streamline the violation process, and ease tensions. Here’s how.

Make bylaws accessible and easy to understand.

How often have you heard things like, “I didn’t realize my landscaping was breaking the rules”? It sounds like a common excuse to get out of a fine, but there’s truth in it for many homeowners. Most don’t take the time to read through covenants and bylaws, and the legalese can be complicated to understand. Often, the first time they learn about a rule is after they receive a violation notice.

Cephai, the first true generative AI platform built for the community association management industry, can process and interpret community rules for homeowners and provide immediate answers to their questions within the CINC Homeowner app, like:

“How often do I need to mow my lawn?”

“What time does the noise ordinance go into effect?”

“Can I park my boat in the driveway?”

“How high can my privacy shrubs be?”

Streamline the citation process.

Clear, consistent processes help ensure that violations are fairly and evenly applied, well documented, and issued lawfully. With the CINC Homeowner and Manager apps, the process is seamless.

Step 1: During their rounds, the community manager notes the address of each violation. They can issue notices or friendly reminders and upload photos.

Step 2: The homeowner receives a notification in the Homeowner app under “My Violations.”

Step 3: The homeowner can alert the manager when they’ve resolved the issue by adding notes and photos. If the problem is not resolved, the fee shows up in the homeowner’s balance within the app, which they can quickly pay on any device.

Outsource the leg work more efficiently.

CAM companies that use third-party vendors to identify violations and issue notices can provide access to the manager app, removing unnecessary steps and creating less room for error. Now, everything is documented in one place for all parties to access.

With fewer hours spent answering covenant questions, documenting violations, following up with homeowners, and managing third parties, managers have more time to focus on impactful tasks that strengthen their relationship with their community, like engaging and educating boards. Take a tour of all of CINC’s homeowner solutions here!

Connecting neighbors by pivoting from mundane to meaningful.

The word “community” has two definitions: (1) a group of people living in the same place or having a particular characteristic in common, and (2) a feeling of fellowship with others as a result of sharing common attitudes, interests, and goals. When you think about neighborhoods and community associations today, which seems more accurate?

For the 57% of Americans who say they only know some or none of their neighbors, it’s the first definition—the only thing they share with their neighbors is geographic location. It’s a trend that appears to be worsening; 72% of 30- to 49-year-olds and 78% of 18- to 29-year-olds barely know their neighbors. 

What’s behind this decline in neighborly interactions and connections? Perhaps a key factor is the rise of technology and social media. We’ve seen these online communities become increasingly toxic as members attack each other and spew hate behind the safety of anonymous user names. The same happens in the real world; when neighbors are strangers, they become avatars characterized by others’ unconscious biases. We can see this playing out as distrust and fear fester in once-harmonious communities.

Distrust has grown towards HOAs and association management companies, too. Faced with mounting challenges like skyrocketing insurance costs, deferred maintenance, and new legislation, boards need engagement and guidance more than ever. But as community managers struggle under mountains of emails and routine tasks, their relationship with boards and homeowners becomes impersonal and transactional. 

Medical diagnoses start with a simple question: “Where does it hurt?” If the unraveling of trust, fellowship, and collaboration are symptoms that are worsening, it’s time for a new treatment. It’s time to redefine community.

What if, through innovation, our industry could help turn the tide by increasing transparency, participation, and collaboration? What if we promoted community engagement with tools that complement today’s mobile lifestyles? At CINC Systems, we not only believe it’s possible, but we are actively working toward that reality. 

We designed the Homeowner App to provide a positive experience from day one, where a homeowner’s first interaction with their management company isn’t a bill or violation, but an invitation to connect through the app. We introduced Cephai, the industry’s first true AI solution, providing homeowners with fast, reliable answers to common questions and freeing managers to devote more time to meaningful engagement. The Your Community News feature will allow users to discover businesses and experiences in their city, encouraging them to get plugged in, while the new-and-improved app communications center makes staying in touch easier than ever. 

As we continue to innovate and evolve, the idea of restoring and fostering community—real community—is our guiding light. We dare to imagine a future where revived neighborly spirit gives way to heightened local civic engagement, the backbone of healthy and well-functioning societies. Will you join us in redefining community?

*warning: spoilers ahead*

Unless you’ve spent the past two weeks device free (and if you have, hats off to you), you know that half the population adorned themselves in their best pink glittered attire to see the blockbuster hit movie, Barbie. The film isn’t just a trip into childhood nostalgia with one of the world’s most iconic toys. It’s also an incredible expose on the beauty one can find in humanity while finding oneself, highlighting the common struggles we face when we step outside of our comfort zone to truly understand one another.

In the movie, Barbie is forced to travel from Barbieland into the Real World after experiencing a series of setbacks that disrupt her perfectly protected world. Ken hides in her car to travel along as a helpful companion who is woefully in love with someone who simply doesn’t feel the same way. And while Barbie discovers the complexities surrounding her image as she meets the women who grew up playing with her, Ken discovers that he can break out of Barbie’s power grab through the power of real-world misogyny. This results in him running back home to transform Barbieland into Ken-dom – a place where men can sit around and party all day while the once well-established women serve them.

There’s so much more to the story of The Barbie Movie, so trust us when we say we haven’t spoiled everything. But as we are a tech company invested in the HOA space, we couldn’t help but pause at the scene in which Barbie discovers her mansion transformed into a frat house and think to ourselves, “It’s too bad Barbie didn’t live in an HOA.”

While Barbie is known for her independence and strong character, that doesn’t mean that living in a community governed by a Homeowners Association would have prevented her from showcasing her true self. In fact, an HOA would have kept her dream home a dream home, despite the Ken-dom attacks. Here’s why Barbie and all of her friends desperately needed an HOA in the movie – and why that HOA would be best suited with technology from CINC Systems:

Aesthetic Harmony

One of the primary advantages of living in an HOA community is the commitment to maintaining a cohesive and aesthetically pleasing neighborhood. HOAs typically enforce guidelines for landscaping, architectural design, and exterior upkeep, ensuring that every property in the community contributes to its overall charm. While these regulations can sometimes feel obtrusive, they upkeep the aesthetics of the neighborhood and overall property value. When Ken rampaged the neighborhood with his small refrigerators filled with beer and horse decor, Barbie’s Community Manager would have immediately stopped him in his tracks. And in less than a minute, that manager could have used their CINC Manager app to process a violation. We doubt Ken earns much as a beach buddy, so he likely doesn’t want to have to pay a violation fee. In just a few taps of an app, Ken-dom would cease to exist.

Enhanced Security and Safety

Barbie’s safety and security should always be a priority, but it certainly wasn’t when someone was able to completely take over her home and throw her infamous clothing out the window. Many HOA communities invest in security measures like gated entries, surveillance cameras, and security patrols, offering residents a peace of mind that their homes and belongings are well-protected. As Barbie is constantly on the move, knowing that her home is safe while she embarks on her various adventures into the Real World can be incredibly comforting.

Amenities and Community Engagement

HOA communities often boast a range of amenities, such as swimming pools, fitness centers, parks, and community centers. And if Barbie wanted to keep her pool parties going instead of Ken’s shenanigans, all she’d have to do is reserve her community pool online. CINC’s Reservations app would have given her to ability to book her pool parties from her custom online portal, so if Ken tried to throw a rager, he’d be swiftly turned away.

Online Voting

In the movie, Barbie and her friends have to undergo an exhaustive scheme to get the votes in their favor for Barbieland over Ken-dom. And while it was great for entertainment value, in the Real World, no one has time to listen to people play Matchbox Twenty for several hours so they can create a diversion to vote. Had Barbie lived in an HOA with a fully integrated online voting system, all the dolls could have voted on Barbieland vs. Ken-dom in under an hour. With the right technology, everyone in a community can feel represented and engaged without hassle from the board or the Community Manager.

While Barbie has always been known for her independence, there’s no denying the allure of living in an HOA community. From maintaining an attractive neighborhood to fostering a sense of community and offering enhanced security, the benefits of HOA living align seamlessly with Barbie’s dynamic lifestyle. Embracing the opportunities that come with living in an HOA, Barbie could truly make her dream home the foundation for endless possibilities and adventures. And, Ken-dom simply would have never happened.

When you hear the words “Diversity, Equity, and Inclusion (DE&I),” what comes to mind? Few professionals would argue against the merits of these initiatives, but debate swirls over how to cultivate diverse, inclusive cultures in the real world. When there’s a lack of clarity around why and how an organization promotes DE&I, it’s easy to reduce it to a buzzword or prioritize other things on your to-do list.

But the community association management industry plays an outsized role in fostering inclusive workplaces and communities. As the country grows more diverse and disparities in homeownership persist, the CAM industry bears responsibility for helping create more welcoming and inclusive neighborhoods for all.

We have our work cut out for us. Racially-restrictive covenants are still found on the books in nearly every state in the U.S. Discrimination cases are rising. Black and Latino homeowners are about twice as likely to receive low appraisals, and the LGBTQ+ community also faces challenges. 

These aren’t just stats. These issues are likely affecting people you know. CINC’s Manager of Talent Acquisition, Jericah Carter, shared her own challenges in finding a home as a Navy veteran.

“I served in the Navy from 2008 to 2013 and have seen some struggles with utilizing my benefits under the GI Bill,” Jericah recalled. “The lender or realtor would push different ZIP codes that were not desirable. It was very frustrating and caused me to wash my hands of it and say, ‘I’m going to do this without using the benefit.’ The GI Bill has yet to benefit me. I know fellow veterans who have experienced that as well if the color of their skin is the same as mine.”

“These stories are important to hear, especially for anyone in community association management, because it gives us further insight into understanding where our homeowners are coming from and the experience they’ve gone through just to get that house,” said Kim Pitsko, CINC’s Director of Marketing. 

(Check out CINC’s Rethink Community EQ & DEI Webinar for more first-hand stories and insights).

The good news: Understanding and implementing DE& is simpler than many believe. Ultimately, it can be summed up by a Mr. Rogers quote: “In times of stress, the best thing we can do for each other is to listen with our ears and our hearts and to be assured that our questions are just as important as our answers.”

Let’s look at what DE&I means in our industry and some practical ways to implement it.

What does Diversity, Equity, and Inclusion mean in our industry?

Let’s start with defining these terms, adding context, and debunking common misconceptions.

Diversity refers to who is represented in a workplace or community regarding race, ethnicity, ability, gender, sexual orientation, neurodiversity, and beyond. 

“Being diverse means having team members represented from all walks of life — whether it’s lifestyle, race, ethnicity, cultural background, socioeconomic background,” Jericah explained.

Equity means adopting fair and just practices and policies that acknowledge systemic privileges and disadvantages and work to ensure these are not predictive of opportunities or success. There’s a key distinction between equity and equality; these are not used interchangeably. Equity does not mean “colorblindness.”

Let’s look at a great example from the healthcare industry, where equity can literally save lives. Jen Hamilton, a labor and delivery nurse, took to TikTok to explain.

“I’ve seen nurses saying, ‘I’m colorblind. I don’t treat my patients any differently,’ meaning they don’t treat their Black patients worse than their White patients,” she says. “It’s not enough to be a colorblind nurse in 2023.”

Black women, she explains, are far more likely to be harmed than other races in pregnancy, childbirth, and beyond. She believes systemic racism is to blame; as Black women’s symptoms and concerns are dismissed, they’re less likely to trust medical providers and more likely to delay seeking care. 

When treating Black patients, Jen works even harder to build trust, advocate for the patient’s voice to be heard, and ensure the patient and family understand the symptoms of pre-eclampsia (a leading cause of maternal death).

In the CAM industry, equity involves understanding homeowners’ unique circumstances when enforcing covenants. For example, first-time homeowners from different cultures or countries may need help understanding an HOA’s customs, norms, and rules.

“When it comes to equity in our industry, it’s incredibly important that we understand where our homeowners are coming from and come from a place of emotional intelligence and empathy,” says Kim. “That we take the extra time before we click ‘send’ on that violation letter.”

Then there’s Inclusion, which refers to a sense of community where all members feel respected and have a sense of belonging. It may sound utopic now, but at CINC, we believe our industry is in a position to change the narrative.

Here are some places to start.

Putting Diversity, Equity, and Inclusion Into Action

Promoting DEI in Your Organization

When facilitating more diverse, equitable, and inclusive communities, a good place to start is within your own CAM organization. First, let’s dispel the myth that DE&I is a “nice to have.” There is a strong business case.

First, companies prioritizing DE&I have stronger cultures and a leg-up in recruitment.

“Everyone wants to have a sense of belonging in an organization,” explains Jericah. “So by having that representation across the board — that diversity — you’re going to attract people who see themselves at that organization and think, ‘Okay, this could be my next home.'”

Businesses also benefit from diverse thinking and ideas. Companies with diverse leadership teams earn more in profits and tend to be more innovative.

Jericah drove home the importance of promoting DE&I culture, starting with the recruitment phase. Forming relationships with recruiting companies that specialize in diverse applicants is one tactic. Another step CINC takes is to “sanitize” job applications to remove details that could cause unintentional bias in the hiring process.

Takeaways for Boards and Homeowners

Just as it’s essential to work on DE&I in your CAM organization, HOA boards should be intentional about representing all walks of life — not just one group. But remember that “all walks of life” includes generational differences in understanding and embracing DE&I.

Remember that it’s okay not to “get it.” Respect and openness are far more important.

“If you accidentally use the wrong pronoun, they’re not going to freak out at you as long as you show respect,” says Kim. “It’s not about knowing all the right answers; it’s about respect and taking the time to understand where they’re coming from.”

Community managers, boards, and homeowners have tools to help educate the community about the importance of DE&I, and small gestures can go a long way in making everyone feel welcome and included.

For example, you can use the HOA Portal to share information about holidays like Pride Month and Juneteenth or offer sensitivity training for board members.

Other times, promoting DE&I might mean revisiting your processes to offer more support and education where it’s needed. First-time homeowner meetings, for example, are a great way to acclimate neighbors to the HOA and its covenants before their lack of knowledge results in violations and contention.

It all comes down to leading with empathy and EQ. Consider the example of the homeowners who were asked to remove their Pride flag and how the HOA could have prevented the negative attention that ensued by using EQ.

“Maybe the flag was a violation in some way, but it was handled wrong,” says Kim. “They could have said, ‘I love your flag, glad you’re part of our community. It can’t go here, but let me give you another suggestion.’”

The lack of engagement between homeowners and their HOA boards is continuously cited as a top concern in driving meaningful change in community association management. And as Millennials grow older and Gen Zers enter homeownership, the problem seems to only get worse.

There’s a new crop of middle-aged Millennials capturing the single family home market, and management company executives are noticing a troubling trend. These middle-agers are not jumping at the chance to become a board member of their homeowners associations at the same speed that their Gen X and Baby Boomer counterparts did. At CINC, we’re heavily researching this topic to bring valuable insight to our clients in the fall through a refresh of our infamous Managing to the Generations report. In the meantime, though, we want to provide some ideas to you so that you can consider new ways to drive board participation among younger generations.

Think Bluey

Watch one episode of The Jetsons and one episode of Bluey and you’ll notice a remarkable difference in the traditional family. The days of the dad working and the mom staying at home tending to her kids are over. Millennial dads are spending on average 300% more time with their children than past generations, and that involvement cascades into a far greater emphasis on family values for men. This means that when community managers work with their boards to plan family functions, they shouldn’t rely on the traditional mommy-and-me approach. Consider evening and weekend events to accommodate busy work schedules, and ensure that you’re soliciting feedback from dads just as much as you are from moms. Let fathers who are expressing interest in neighborhood involvement know that being part of an association board means you can be intimately involved in family-friendly events, rulings, and digital enlightenment.

Focus on local outreach

Our Managing to the Generations report shows that Gen Z homeowners are more interested in community outreach than any past generation. This means that philanthropic ventures are incredibly important to Gen Zers, and boards should be regularly looking at ways to support their local neighbors. Whether it’s volunteering at a local homeless shelter or soliciting help for a neighbor in need, local outreach projects should be a top priority in association newsletters. Community managers can cite our research to emphasize this importance and help their current board members develop ideas to generate more outreach within their association.

Keep meetings flexible

We’re all incredibly busy, especially working parents of younger children. Because of this, a volunteer position on an association’s board likely seems impossible for many younger homeowners. That’s why flexibility and virtual engagement is key. Virtual board meetings for both the board and the association as a whole will certainly increase engagement for prospective board members, as they will understand that they don’t have to be physically present all the time to be part of the board. It’s also important to keep meetings short and sweet. Community managers can coach boards to keep meetings shorter by providing agenda templates that can be sent out prior to a meeting, creating concrete objectives for each meeting agenda item, and cutting short time for feedback and questions.

Engage digitally

Millennials invented social media, and Gen Zers haven’t lived in a world without a smartphone. So modernized digital engagement is key to driving homeowner engagement overall. Tools such as our HOAst survey capabilities are incredibly important for this reason. You can use this polling functionality to have fun with the neighbors, voting for the best holiday decor, best-looking lawn, and so forth. Community managers should encourage their boards to take advantage of this technology beyond the yearly board elections – it’s not only modern, but it’s fun, too!

Manage everything mobile first

Finally, it’s critical that all homeowners are able to complete everything through their mobile device. From amenities booking to board invoice approvals, homeowners and board members need to be able to engage in their communities with the tap of a thumb. Ensure that your boards are regularly promoting their mobile app, booking tools, e-voting tools, and more.

For a more thorough review of all the mobile tools you should be using to get younger generations engaged as a board, check out our product tour to see where you can take more advantage!

CINC Systems is heavily focused on Diversity, Equity and Inclusion, and as we continue to grow as an organization, you’ll find us spending more time celebrating our employees, educating our staff, and taking action to build a more diverse workforce.

In building our DEI program, we’re first beginning with education and celebration. And in honor of Black History Month, we’re celebrating five Black inventors who are instrumental in building the American home. Without these inventors, we wouldn’t be here to make living in a professionally managed community a great experience.

Philip B. Downing. You don’t have to worry about troubles delivering mail and bills in a timely fashion thanks to Philip B. Downing, an American inventor with five patents under his name. He created a mailbox design that featured an outer door and an inner safety door to avoid parcels being stolen, and this safety device allowed mailboxes to be set up everywhere. In addition to modernizing the mailbox, Mr. Downing is also responsible for significant developments on street-railway switches, and envelop moisturizer, and an easily accessible desktop notepad.

Frederick McKinley Jones. The early 20^th century included a wide myriad of Black inventors who used their technological expertise and ingenuity to modernize home appliances. One of the most prolific inventors was Frederick McKinley Jones, who patented more than 60 inventions in various fields between 1919 and 1945. One of his most popular inventions used by households every day was the refrigerator. Mr. Jones also heroically served in World War I in France as an electrician, and created one of the first mobile X-ray machines.

Ellen Elgin. Oftentimes technological innovation and home devices aren’t discussed as two of the same, yet this is often where the most significant inventions arise. Ellen Elgin created the first clothes wringer in 1888 that could wash and dry clothes significantly faster with two rollers. She chose to sell her invention to a white person to be patented, as she didn’t feel that the device would be used if consumers knew it was invented by a black woman. But her invention did indeed take off and became a home staple for several decades – until another Black inventor, George T Sampson, invented the modern clothes dryer.

John Albert Burr. Community managers, rejoice! You’re able to ensure that your properties have crisp, clean lawns thanks to John Albert Burr, who patented the first rotary blade lawn mower in May 1899. Mr. Burr was just a teenager during the Civil War, and after his family was freed, his incredible talent in the engineering field enabled him to gain sponsorship to attend private university. In total, Mr. Burr holds over 30 patents in lawn care and agricultural inventions.

Thomas Elkins. Finally, we’d be remiss if we didn’t celebrate Thomas Elkins, who invented the first toilet in November 1897. We don’t think we need to explain why this is important, but it’s also important to note Mr. Elkins’ other accomplishments. He played a vital role in supporting the Underground Railroad in Albany, New York, and served as a medical examiner during the Civil War.

We hope that this quick read gives you better visibility into the incredibly significant role Black inventors play in the creation of the neighborhoods we service. To join us in our celebrations of different backgrounds and cultures at CINC Systems, follow us on LinkedIn and subscribe to our Newsletter to read future articles on our DEI initiatives.

In early 2022, CINC conducted a survey of community managers, management company executives, and board members throughout the country, with the goal of determining the State of the Community Association Management Industry. The feedback and responses indicated several common goals shared by community association trustees.

When the survey was initially conducted, top concerns and priorities from management company owners included recruitment, the rising cost of business, employee turnover, and staff burnout. In total, it was clear that management companies needed to focus on discovering new ways to reduce the burden on their employees.

But that was then, and this is now. The past six months have been remarkably different and, in some cases, quite unpredictable. We went from stressing about a Great Resignation to debating when we’d announce the next recession. Tech-based companies have frozen hiring and conducted mass layoffs, and on top of that, inflation has yet to cool down to a level that provides comfort to consumers. We were interested in seeing how the environmental shifts have, if at all, changed the way management company owners prioritized their goals for the remainder of the year. Here’s what we heard from our surveyed owners.

Economic Uncertainty Hinders Growth Goals

“The market has not returned as fast as we were hoping. Employees have not been turning over, which is good, but new business is also very slow in coming.”

As inflation has remained  high, resulting in forced interest rate hikes from the Federal Reserve, many are worried about an upcoming recession. As a result, management company owners are focusing on tightening the purse strings with their budget while seeking out new ways to drive growth. As one survey respondent put it, “Our goals have not been realized and the threats seem to be increasing with every media cycle.”

The uncertain path of the economy is certainly causing stress for management company owners, who have been struggling to hit their revenue and portfolio growth goals. What’s more, the effects of inflation have move the rising cost of business higher as a top threat in 2022 than when we first surveyed the C-suite in early 2022.

While it’s not impossible to grow a business in a downturn economy, it does take some ingenuity. A focus on monitoring and maintaining budget goals is key, and owners should still be focused on adding homeowners associations to their portfolio. Focusing on the ways in which an association management company’s technology improves costs for an HOA/COA would be a strong selling point for prospective clients, as well as showing ways in which reporting can increase financial transparency and budget controls for the boards.

Recruitment and Retention is Still a Top Concern

“Well trained staff is difficult to find.”

The odd part about this upcoming economic downturn is, unlike past trends, employment is still at an all-time high. The community association management industry hasn’t seen the need for layoffs and hiring freezes that tech companies have posed for this year, though some surveyed have noted that they are slowing down their hiring plans. Yet management company owners are still struggling to find experienced, engaged, and empathetic staff.

The role of a community manager can be extremely daunting and stressful – from handling homeowner expectations, to maintaining project management calendars, to finding ways to improve overall homeowner apathy (which continues to be the top goal within the industry.) Management company owners need to continue their focus in supporting the growing responsibilities of their management team while ensuring that their employees don’t burn out. And if there aren’t enough perfectly trained prospective employees in the market, perhaps it’s time to reconsider the laundry list of expectations you have for your candidates. For instance, it’s usually not possible to find someone who is a rock star at project management and customer service. Perhaps that means that your customer service should be reallocated to administrative staff, or you should make a small investment in tools like CINC’s Portfolio Manager to handle project management needs.

The Goals Stay In Tact

Despite the doom and gloom heard on the news regarding inflation and economic woes, the top priorities for owners in community association management hasn’t budged. In an industry that is relatively recession proof, management company owners still have their eyes on the prize when it comes to growing their revenue, productivity, and portfolio. Based on the survey results provided, the most important thing that owners can do right now is revisit and refocus their efforts on the business plans they laid out in the beginning of 2022. Some of these key takeaways include:

• Add quality training and recognition for your management staff. Find new ways to build engagement for your more stressful positions through training and recognition programs. You can discover new ideas in our spotlight of Spectrum Association Management.
• Focus on communication to drive customer service and homeowner apathy. Quick, efficient, and transparent communication is key to improving homeowner engagement and morale. Use technology to your advantage to push communication, and keep managers focused on supporting the goals and needs of their boards over day-to-day tasks that can eat up their schedules.
• Keep and maintain a budget. As noted in our State of the Industry report, a surprising number of association management companies do not have a formal budget for their actual business. If you’re in this bucket, start tracking your expenses now and prepare to build a financial plan for 2023. As business costs continue to rise, you will need to stay focused on ways to maintain control over your costs.

For more on top priorities and threats facing the industry in 2022, take a look at our full State of the Industry report.

Summer is not just prime time to book long awaited family vacations. It’s also a time when friends and families come together to enjoy one another – whether it’s a neighborhood pool party, cookout, or sports tournament. While it’s an incredibly enjoyable time for residents, it’s also a hectic time for community and property managers. Between keeping up with routine maintenance to managing the influx of noise and parking violations, it’s easy to grow increasingly overwhelmed while everyone else seems to be having a good time.

So how do you prevent the Cruel Summer blues? By staying focused, prepared, and remembering what matters most – that you can use this season to better engage your homeowners. Here are five ways to spruce up your Summer within your HOAs and COAs.

Keep track of maintenance needs

By now you have probably inspected and cleaned your pool for the summer season, but that doesn’t mean your work is done. Regular pool skimming during the summer months is extremely important, as well as keeping track of landscaping needs, regular cleanup of communal areas, and other seasonal repair and construction projects.

Be sure that you are preparing your full maintenance schedule now so you don’t have a chance of missing any non-negotiable task. And while your community and property managers may not have an assistant, they can use technology in their best interests to serve as their virtual assistant. Tools like CINC’s Portfolio Manager keep project management needs seamlessly organized so that managers can stay on top of all of their routine and seasonal projects.

Communicate protocol now

Let’s face it – homeowners don’t remember every rule in the handbook when it comes to noise, parking, and other facets that can lead to a violation. That’s why violations spike in the Summer season; from holidays like the 4th of July to family reunions, it’s easy for a homeowner to accidently “break the rules.” So why plan for an uptick when you can communicate protocol ahead of time? Ensure that your boards are sending out reminders about rules and regulations that are often violated around this time of year, through their Newsletters and communication portals. Doing so now will prevent friction in the future.

Involve the neighborhood with new projects

Are you looking for ways to drive homeowner involvement within your community? Use digital interactive tools such as HOAst’s e-voting and survey products to solicit feedback on the look and feel for entryways and communal areas this season. It’s not only a way to involve others in a manner that will drive conversation and comradery now; if your homeowners are trying out the tool now, they’ll be more inclined to participate in elections that happen later in the year (hello, quorum!)

Have a little bit of competitive fun

Another way you can use a tool such as HOAst this season is to drive the competitive nature of the average suburbanite. Try a fun game such as the lawn of the month this season, where residents can vote for the best-looking lawn, or vote for your favorite 4th of July home décor. By involving the community through fun games digitally, they’ll be more excited to come together in person for your communal events.

Focus on what matters – the community

Finally, keep in mind that despite the summer stresses, the most important thing one can do is drive community within the association. Calendars should be chock full of pool parties, food trucks, ice cream socials, and anything else that will excite and delight the neighbors. Be sure that your boards have social plans set for everyone. Summer is the ultimate season to remind everyone that living in a homeowner’s association isn’t just about paying monthly fees and writing rules and regulations. An HOA/COA is there to help neighbors get to know one another, support one another, and transform their house into a home.

For many, it’s hard to feel thankful right now. Whether it’s job-related stress, family strife, or the loss of a loved one due to COVID-19, the mood in neighborhoods across the HOA space likely feels bleak.

One of the best ways to heal pain is to help others, and giving back is a holiday tradition that doesn’t have to be cancelled during a Pandemic. HOA boards can take on leadership in their communities to provide solace to those less fortunate. Here are four ideas we have that your community can do to give back this holiday season:

1. Organize a drive

With lockdown comes an opportunity to declutter the house, and as they say, “one man’s trash may become another man’s treasure.” Shoes, clothing, toys, and food are easily accessible items that can be collected for donation by board members. We suggest researching your local food pantries and shelters for donation needs, or consider a national organization such as the American Red Cross.

2. Run errands for the elderly

Senior citizens are far more at risk to suffer devastating conditions from COVID-19, so anything that we can do to help our elderly neighbors stay safe is a plus. Organize a group of people within your community to offer services such as grocery runs or holiday shopping trips, and use your mass communication tools to help neighbors who are most susceptible to COVID find a place to secure a vaccine or booster shot. This type of community involvement directly impacts neighbors in need while establishing positive rapport.

3. Help the hungry

Food pantries across the country are going bare as lines continue to to swell as a result of the pandemic. The nonprofit organization Feeding America is estimated in 2020 that the number of people who are food insecure could rise to over 50 million – including 17 million children. Through simple communications in your online portal, HOA board members could easily fund organizations that are working tirelessly to fight hunger across the United States and globally.

4. Create small group volunteer hubs

For those who are comfortable connecting together, a small group of neighbors could participate in volunteer opportunities within your community. From serving at a food bank or helping at a thrift store for the homeless, many charitable organizations have clear protocols in place to keep volunteers safe while supporting those in need. There are also many local organizations who have online volunteer needs, such as virtual tutoring or support group mentorship. Volunteer Hub is an online source you can use to find local opportunities near you.

While things definitely look different this year, one thing is the same. As leaders, HOA boards can do a lot to drive comradery and community.

Are you interested in more tips on leading through COVID within your association? Click here to learn about impactful things you can do to support residents while they’re stuck at home, and check out other articles in our resource center featuring COVID-19 tips.

If you want to ask your neighbor how their kids’ virtual school is going, don’t.

If you are a parent, you know why. Every day you wake up at 5:00am to open the 10+ tabs it takes to get virtual school started, you’re interrupted every hour with one technical issue after another, you can’t figure out how to get the homework assignment submitted (even though the submit button is right there), and – because of all the time you spent helping your kids during the workday – you don’t complete your actual work tasks until well past midnight.

Working parents are struggling, and that likely makes up a majority of the residents within your HOAs. An estimated 69 percent of all employees are experiencing burnout symptoms, yet 59 percent are taking less time off this year out of fear of losing their job. At the same time, one out of every three kids are losing reading and math skills because of the lack of effectiveness of remote learning, and we have yet to fully appreciate the effects of increased anxiety and depression over time. Worst of all, we simply do not know when this will end.

So, what does this have to do with you and your HOA boards? Plenty.

Whether this pandemic has been a minor distress or a life-changing devastation, for the first time in our lives we are all experiencing collective trauma – and when left unchecked, collective trauma can manifest into a collective disdain for one another. It’s even worse when we’re all stuck at home together, being constantly reminded of each other’s microaggressions. The eclectic music that your neighbor plays while grilling may suddenly sound like a backyard Bonnaroo Festival. The neighbor across the street who seems to never place their garbage can on the right side of the driveway may be your new mortal enemy. We can’t control much of the world as a whole right now, so naturally we’ll aim to exercise control over the slightest details. For you, that means more violation notices, more ACC requests, and more HOA meeting eruptions.

HOA boards have the opportunity to step up as the leaders who create a standard of excellence for neighborhood communication and community. Here are five easy ways to make a positive impact within your communities:

Create a way you can help neighbors in need.

No matter what, everyone needs help in some shape or form. Perhaps you are elderly or immunocompromised and need your groceries picked up, or perhaps a socially distanced classroom “pod” would greatly alleviate technical support needs. When your board takes the initiative in ensuring that neighbors are able to support each other with their specific needs, you create a sense of community over contempt.

Promote giving back to local organizations.

Over 100,000 small businesses have closed as a result of the pandemic thus far, and the number is only going to escalate. Yet local businesses are the cornerstone of neighborhood camaraderie. As a board, you can promote local businesses around your neighborhood and ask your residents to show their support. Perhaps you can send a delivery from the local bagel shop for all attendees of your next HOA meeting (even if virtual), or you can offer to email special promotions from surrounding businesses. If residents are able to feel as though they are supporting another business owner for the greater good, they’ll have a better sense of purpose that will alleviate irritation over aggressions.

Share random acts of kindness.

Honestly, do we have any news beyond the usual doom and gloom? The negative and fear-mongering themes of news outlets will certainly put a damper on your residents’ attitudes. When you see acts of kindness happening in your local community, be sure to share them loud and proud. Whether it’s a group of kids helping an elder neighbor with their groceries or someone taking care of a stranded pet, it’s a good idea to get the word out that there is good happening in our society.

Invest in psychological support.

It’s well known that people who have psychological support tools tend to overcome trauma with less chance of PTSD. Promoting modest community gatherings can uplift your residents, even if the gatherings need to be virtual or socially distant. Religious groups, athletic events and outdoor yoga sessions are all supportive events that you can easily organize. It’s also likely that you have a local park who is executing such events already, so you may be able to simply promote these  events to your residents through your online channels and HOA meetings.

Finally, over-communicate.

Regular, real-time communication will put your residents at ease. Keep continuous updates about community area openings and social distancing guidelines on your website, even if the update is simply that there is no update. Using CINC’s custom web portal makes it easy to update your residents within minutes, and we highly recommend taking more advantage than ever. It may also be wise to ensure that more than one board member is responsible for resident communications during this time, as the responsibility can be daunting for just one person.

Even in times of intense uncertainty, a simple neighborly reach-out can make all the difference for someone in need. We believe that implementing these five small gestures within your HOA communities will build a support network amongst your residents that will make a huge impact, even beyond 2020.

As a homeowners association (HOA) manager, flexibility is key. You need to be able to adapt to new situations and find creative ways to solve problems for your clients. Additionally, HOA managers must adapt to new municipal laws and other changes that affect their clients’ associations. Today, one of the biggest changes facing many HOAs is called upzoning.

Upzoning can be a confusing concept, but it’s important to understand. Learning about upzoning will help you advise your HOA clients if, or when, this issue impacts their community. Additionally, upzoning may affect your association management business.

Here’s a guide to upzoning that will provide you with the information you need in order to handle this for your clients and your company. Remember to consult your clients’ local laws, as upzoning may vary from state to state or city to city. When in doubt, it may be worth consulting an attorney for help.

What is Upzoning?

Upzoning is a type of land-use regulation implemented by communities to change zoning laws. Upzoning can change an industrial area to a residential or mixed-use area. It can also allow communities to increase their population by building denser housing units.

Upzoning is a part of urban regeneration, often implemented to provide more affordable housing solutions. Upzoning often comes with legislation that provides tax incentives for construction companies and property owners as well.

There are several examples of upzoning successes in communities across the United States. Upzoning has improved housing on the east coast, west coast, and in the midwest. By allowing cities to create new neighborhoods (upzoning from industrial to residential or mixed-use) or expanding existing neighborhoods (allowing denser housing), upzoning can change the face of a community.

One type of upzoning grants property owners the ability to create more duplexes, triplexes, and back-houses or garden apartments. This fills the so-called “missing middle” in many suburban residential communities because it helps create more affordable housing for lower-income families and singles.

Pros of Upzoning

There are several advantages and benefits associated with upzoning. The primary pro is that upzoning increases available housing in desirable communities. As city populations grow, housing costs rise.

This makes the market for homeownership and renting much more competitive and can force people to move further away from their jobs, which strains infrastructure. Upzoning helps provide relief from these issues. When there are more housing units available, the excess supply can lower the costs for everyone.

For HOAs, upzoning means the association can boost its membership numbers. New properties can be built in the HOA’s community, expanding the neighborhood and increasing the residential population. If the HOA allows residents to rent or sublet their homes, upzoning can also benefit homeowners who want to earn extra income from their property.

As an HOA manager, the main benefit of upzoning is that it can lead to new clients. Upzoning allows for the creation of new community housing developments. When these new developments form an association, they’re going to need a skilled manager to help operate their community. Upzoning means more business for HOA managers.

Finally, upzoning can breathe new life into a city. New housing developments, especially in mixed-use areas, can invite all sorts of businesses, from retailers to restaurants and entertainment venues. This makes neighborhoods more desirable and guarantees that people keep moving in, so there won’t be any shortage of work for HOA managers.

Cons of Upzoning

Upzoning is a relatively recent trend. It’s also enacted in many different ways. One community’s upzoning may be a great success, while another community may struggle to change zoning laws for the better. It’s a complicated matter that largely depends on local governance and the economy.

For example, zoning changes that don’t offer tax incentives for new construction may not create very much change within a community. Upzoning without regulations about affordable housing can also have a negative impact if the new residential areas aren’t affordable.

In some cases, upzoning can open the door for large commercial housing corporations to buy land and purchase buildings. When this occurs, it results in a monopoly of property ownership that can have the opposite effect than what’s intended by the upzoning laws. Housing monopolies can drive up the cost of living in a community without adding anything of value.

Upzoning that’s improperly implemented can create luxury apartments in areas where the greatest need is actually homes for families. Luxury apartments don’t ease the housing crisis. In fact, by driving up rental prices in an area, they can have a negative impact on the community as a whole.

Finally, upzoning may also result in a lot of red tape. As an HOA manager, you may find yourself facing more bureaucratic hoops to jump through if you’re managing an association in an area that suddenly becomes subject to upzoning. Since these laws are newer, there are many unknowns that can complicate your clients’ HOAs.

Manage New Clients with CINC Systems

Experts disagree about whether upzoning is a net positive or a poor idea. We may have to just wait and see how upzoning affects the HOA industry. There may never a clear answer because upzoning laws may never be universal, so upzoning in one community might be a change for the better while hurting another community.

As an HOA manager, continue to educate yourself about upzoning and other issues that affect your company and your clients. As you acquire new business through upzoning, remember to manage your clients with CINC Systems. CINC Systems offers all the tools you need to effectively manage any association in any neighborhood, upzoned or not.

To see how CINC Systems can make an impact, click here to request a free software demo.

As an association manager, communication is key. Whether you’re discussing budgets with your client or informing residents about a new rule, it’s important to communicate clearly and effectively. Association management software like CINC Systems makes communication easier than ever by giving you a wide range of tools. But did you know that CINC can also improve member communication within your clients’ homeowner associations (HOAs) and condominium associations (COAs)?

The most successful HOA/COA communities thrive because of teamwork and open communication. As an HOA/COA manager, you need to be hands-on and immerse yourself in your clients’ association. This means forming solid relationships with the HOA/COA’s members. Always be transparent and accept feedback with professionalism. Make the association’s members aware of your available hours so they know when, and how, to best reach you.

CINC Systems can help you with all of the above. CINC Systems’ cloud-based platform has been designed to assist with all aspects of association management. From accounting to communications, HOA/COA managers who use CINC have many advantages and benefits over those who don’t. Learn how CINC can help improve member communication within the HOAs/COAs you manage. The following topics are just some of the ways CINC can assist your association management business:

Web Portal for Work Orders

As an HOA/COA manager, you’re responsible for helping your clients maintain a beautiful and functional community. This means scheduling repairs, upgrades, and processing work orders. But maintaining the association’s shared properties is a group effort.

The members of the association play an important role in this by informing you of issues that need repair or fixing, and other maintenance work. Often, a member may spot a problem before you do. After all, you can’t be in two places at once!

When an association member notices a problem, they need to submit a work order. In the past, this process was manual, complicated, and drawn out by paperwork. With CINC Systems, work orders are streamlined for speed and efficiency. You can use CINC Systems to create an online web portal, allowing members to submit work orders electronically. They can even upload a photo to illustrate the problem.

Then, you can organize work orders by date of submission, category, and priority. This allows you to schedule maintenance jobs in batches. The best part, members can log in to the web portal to check the status of their work order. You can also send them electronic notifications and updates about the work order’s progress. This system is a vast improvement over paper slips in mailboxes and endless voicemail chains!

Online Payment Processing

CINC Systems also improves communication by enabling online fee processing. Just as CINC allows you to create a web portal for work orders, our association management software can also create a portal for fee payments. This allows residents to pay association fees online, via credit card or eCheck, 24/7.

Online payment processing streamlines communication by saving time for everyone involved in the HOA/COA. As a manager, you can send email reminders with a link to the payment portal. You can also easily generate a list of members who haven’t paid their dues, allowing you to contact them directly.

Financial Reports for Board Members

Financial transparency is important to members of an HOA/COA, especially members who sit on the association board. Board members are responsible for setting the HOA/COA’s budget, guiding new projects, establishing rules, and more. Many of their decisions are based on their knowledge of the association’s current finances. As the association manager, you’re able to help with this by providing them with the latest numbers.

Using CINC Systems, you can automatically generate financial reports for board members. These reports can be customized for specific data sets, such as time periods or expenditure categories. Once generated, reports can be emailed to board members. This is a more time-efficient and secure way to share financial information compared to traditional methods, such as postal mail.

Community News and Announcements

Association management software also improves member communication by giving you the ability to share community news and announcements online. This information can be shared to a convenient and relevant web portal, or dispersed via email newsletters.

By using CINC Systems to share information electronically, everyone in the community can know the latest news and announcements at the same time. This can include upcoming board meetings, planned maintenance, and events. Think of CINC Systems as a digital bulletin board for all members of the association.

Additionally, CINC Systems allows you to help your clients go paperless. When you send news and announcements via email, your clients will save money on printing costs and postage.

Association Rules

In any HOA/COA, the community rules and guidelines can be a source of confusion if not communicated properly. Although the association is required to give its members a copy of the Covenants, Conditions & Restrictions (CC&Rs) when they move in, it’s easy for residents to lose this information or simply forget.

Often, misunderstanding or forgetting the CC&Rs leads to accidental rule violations and other problems within the association. By making this information available in an online web portal via CINC Systems, association members will always know where to turn if they have questions about a rule or guideline.

With a free CINC Systems demo, you can implement this feature for your clients and see how it improves member communication. When the rules are posted online, it automatically cuts down on questions, confusion, and violations.

However, if a violation does occur, you’ll find that association management software makes it easier to handle than traditional communication methods. Association management software lets you send warnings, upload supporting documents related to the violation, and create an electronic “paper trail” in case the situation escalates.

Feedback and Comments

Finally, CINC Systems association management software improves member communication by streamlining feedback and comments. As an HOA/COA manager, part of your job includes listening to members and helping them communicate with board members.

In the past, managers used suggestion boxes, email, or phone calls to receive comments from members. Association management software enables members to communicate electronically. This makes the feedback process much more efficient and helps you do a better job for your clients.

To learn more about CINC management software, request a free demo or call (855) 943-8246.

What’s the number one problem homeowner associations (HOAs) have with management companies? Most HOAs agree that the biggest problem with management companies is poor customer service and communication. As an association manager, it’s important to understand your clients’ needs. Learn how bad management companies affect HOAs so you can avoid making the same mistakes.

Managing HOA accounts requires hard work, dedication, and organization. You’re responsible for multiple daily tasks for your clients, as well as big-picture projects. Beyond the work itself, however, you need to create a strong relationship with the HOAs you manage. Communicate clearly and prioritize customer service.

When addressing the number one problem homeowner associations have with management companies, several smaller issues also come up as a result of bad customer service. These problems might seem minor, but they can badly damage the relationship between an HOA and the HOA manager.

To keep your clients happy and be a successful HOA manager, learn about other common management problems HOAs face. This will allow you to provide the best customer service possible. If problems do arise, you’ll be able to solve them right away.

Here are some other common problems HOAs have with management companies.

Misunderstanding Job Responsibilities

One problem homeowner associations have with management companies concerns job responsibilities. If the HOA manager or the association board doesn’t understand an HOA manager’s duties, it creates many issues for everyone involved.

To avoid making this mistake, understand what’s expected of you as an HOA management company. Likewise, make sure the association’s board understands your role in helping their community. Your job duties will vary with each individual client and their HOA’s specific needs. However, in general, you will be expected to perform the following tasks:

• Collect Resident Fees: it’s your job to collect resident fees for the association. In order to do this efficiently, you can access an online payment portal with accounting software like CINC Systems. You can also follow up with delinquent accounts.
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• Process Work Orders: when a resident submits a work order, the HOA manager is responsible for processing it. This means coordinating with maintenance workers to complete the repair, ensuring that the work is performed in a timely manner, and sending a status update to the resident who submitted the repair.
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• Monitoring Financial Transactions: it’s your job to monitor the HOA’s bank accounts. Use bank reconciliation features in HOA accounting software to link each of the association’s accounts to your dashboard and monitor transactions for excess spending.
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• Pay Invoices: when the association owes a vendor for services, the HOA manager is responsible for paying it on time. This also includes monthly expenses like utility bills.
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• Enforce Rules and Regulations: the HOA manager is responsible for enforcing the community’s rules, such as noise regulations, parking rules, or home landscaping ordinances.
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• Hiring Vendors: when the HOA needs professional services such as pest control, landscaping, or construction, it’s the manager’s job to hire vendors. HOA managers also need to monitor projects to ensure that the vendor is providing high-quality work.
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Depending on the size of the HOA, as well as other factors, you may have more or fewer job duties than those listed above. Always make sure you understand the terms of your employment with an HOA.

Slow to Respond to Calls and Emails

Here are other association management communication faux pas. One of the biggest problems a homeowner association can have is an HOA management company that is slow to respond to calls and emails. Your clients need to be able to reach you during your agreed-upon hours of operation. Always answer the phone or return messages as soon as possible. Stay on top of your email inbox, too. Your HOA clients need to feel confident that they’ll be able to reach you when they need you.

Delays in Resolving Resident Issues

This is another common complaint about poor HOA management companies. As an HOA manager, part of your job includes resolving resident issues. This includes work orders, as well as personal disputes between residents.

When there’s an issue with a resident, you need to resolve it as quickly as possible. In some cases, the resident may not be able to resolve their issues without going directly to the board. When this is true, provide your client with a status update so they know you’re not simply ignoring the resident.

Hiring Low-Quality Vendors

As mentioned above, one of your job duties as an HOA manager includes hiring vendors. When the HOA needs maintenance or other services, you’re responsible for seeing that the work gets done to the board’s satisfaction. Always hire high-quality vendors that you’ve personally vetted.

Although you should try to save the HOA money wherever possible, don’t cut corners on important services… quality services. Hiring shoddy vendors will reflect poorly on your management abilities. This will negatively impact your HOA management business.

Being Rude with Residents

Never be rude to HOA residents. This is another common mistake homeowner associations have with management companies. Although residents may be impatient or demanding when they deal with you, your job as a manager means you must stay level-headed.

When a resident is being rude, don’t respond in kind. As difficult as it may be, keep calm and communicate in a professional manner. Speak plainly and discuss the facts of the situation, not the emotions or opinions. If you feel a resident’s attitude may be causing problems for their neighbors, find a time to discuss this in private with the board.

Maintenance Delays

Finally, avoid maintenance delays whenever possible. When residents submit a work order, make sure it’s processed quickly. This is extra important if the work involves a repair, such as plumbing or lighting in a common space. Bring it to the board’s attention immediately. And provide regular status updates once the work gets underway.

To streamline this process, use CINC System’s association management software to create an online web portal where residents can submit work orders online.

Avoid Problems by Using Better HOA Management Software

Make sure you never cause any of the problems homeowner associations have with management companies. To optimize your business and be more successful, try HOA management software like CINC Systems. Call (855) 943-8246 to request a free demo today.