Neighborhood Link Resource Guide

Effective HOA Communications

Effective communication helps to establish harmony in the community. The more effective the communication, the more successful will be the management of the association. A difficult aspect of communications is assuring that owners within a community have the opportunity to receive and/or access information. There are numerous methods for the association to facilitate good communications.

Informing a potential buyer: The first step to keeping the member informed about the association

• Create an information booklet, brochure, or packet that briefs the potential buyer on the association
• Review the association documents and/or the state statutes to determine what information the association is required to provide to a potential buyer
• Explain how members can become involved and participate in the association

Welcome letters/committee: After a new member moves in, assist them in learning about their community

• Provide a brief explanation of what the association is responsible for as outlined in the Covenants, Conditions, and Restrictions (CC&R's)
• Announce the name of the management company and/or the Association Manager. Provide a list of documents that the new homeowner should have received when closing escrow on the property
• Provide a map of the project that shows where the association amenities and facilities are located
• Provide an explanation of the annual assessments; when assessments are due
• Detail when the Board meets, if applicable
• Have the Welcome Committee greet new members

Annual member meetings and annual reports: An excellent opportunity to showcase the association to its membership

• Hold the annual members' meeting as required by the bylaws of the association.
• Provide a recap of the past year's accomplishments.
• Report on the upcoming year's activities and goals.

Association Newsletter: One of the primary vehicles for communicating with the members throughout the year

• The Association should establish an ongoing, scheduled newsletter program
• The goal of the newsletter should be to communicate a full range of information to the membership
• Recruit homeowner reporters to draft articles
• Always include articles about board briefings and/or minutes from board and/or annual meetings
• Make the communication fun and easy to read
• Use tasteful graphics to explain key points
• Include consumer features, such as legal issues, trends, and general information that matches the demographics of the members

Social Activities: A good tool for stimulating interaction amongst the membership, as well as establishing board contacts

• Plan and hold holiday parties and events
• Organize block parties
• Recognize outstanding members who participate in association programs
• Ask if there is any interest in Association social clubs
• On a periodic basis, plan a community wide event, such as yard/garage sale, craft/bake sales, etc.

Website/internet usage: To maintain a flow of communication, create a website that is available to the members any time

• Include information that can be accessed by members of the association
• Provide weekly alerts and reminders that facilitate positive interaction with the association
• Announce any timely changes in operations, such as major repair work on the pool
• Place links on the website that allow members to access local services, government entities, school sites

Bulletin boards/postings: A centrally located bulletin board (i.e., clubhouse facility, gate house entrance) where members can post and/or access notices and information

• Select a convenient location for services providers to post flyers, advertisement
• Members can place for sale items within approved flyers
• Association meeting notices can be prominently posted.

Informational meetings: Over time, community associations will develop more political clout and become a major voice. It is important to recognize this trend and provide additional information resources to the membership

• Invite local, state, and national government officials to meet with the membership
• Organize a neighborhood watch kickoff meeting
• Work in conjunction with the local police authorities to implement a community-wide policing program

Communicate, communicate, communicate.

Then communicate some more!