EDITOR’S NOTE: This content was developed in part or in whole with artificial intelligence. The author reviewed and edited the content for accuracy.
Does it feel like your important notifications to residents keep getting buried in their email inbox or lost in their social media feeds? Communication shouldn’t feel like a scavenger hunt! Here are five simple and fun ways HOAs and Community Managers can improve communication with residents today:
1. Ditch the Email Overload: Use texts or voice calls for urgent updates, like water pipe bursts or power outages. Reserve emails for less time-sensitive news. Texts grab attention instantly—emails don’t. Let residents know when something urgent happens in real time. Be sure to reserve texts for important, timely updates to maintain that sense of urgency and respect residents willingness to receive direct notifications from you.
2. Be Proactive (Not Reactive)! Emergencies? Maintenance schedules? Get ahead of the curve. Share updates before residents have to ask for them. Proactive communication builds trust with your residents and eliminates the frustration of playing phone tag. Have a pre-written template for common emergencies or community notices so you can send updates immediately.
3. Make Important Info Easy to Find: Create a one-page cheat sheet. Make the key information for residents, such as community contact numbers, how to submit maintenance requests, and neighborhood rules and guidelines, are easy to access. Residents shouldn’t have to dig through apps or emails to find what they need. Post the cheat sheet in your office, on your app or website, and include it in a welcome packet for new residents.
4. Keep a Regular Schedule: A predictable schedule builds consistency and trust. Weekly or monthly updates create a routine residents come to expect. Even if little is happening, share nearby events like farmers markets or seasonal festivals to keep residents engaged. For community-specific updates—like Town Hall meetings or maintenance schedules—send reminders in advance. Use a simple format: “Here’s what’s happening this week: [Event A], [Maintenance B], [Reminder C].” Consistency helps residents feel connected while keeping communication manageable for you.
5. Build a Trusting Connection: Trust comes from clear, professional communication. Post out-of-office notices to set expectations, and follow up on issues quickly to show reliability. For example, after a maintenance issue, an email like, “The water line has been repaired. You may notice some black water as the system cleans out. Please let us know if you have further concerns,” reassures residents. If you can’t resolve a request immediately, provide next steps: “Here’s what I can do and when you can expect it.” Calm, solutions-focused communication strengthens relationships and builds respect.
Start Communicating Better Today HOA communication doesn’t need to be complicated or overwhelming. By sending real-time updates, making information easy to access, and staying proactive, you’ll keep your residents informed and happy. A little effort goes a long way in building trust and creating a connected community. I hope these tips help you to start improving communication today!
ABOUT THE AUTHOR
Carlie Tuttle is an Account Director at VOLO, where she is dedicated to helping people, building meaningful relationships, and supporting a platform that keeps teams connected and safe. With a keen eye for detail, she approaches every task—whether collaborating with clients or working on artistic projects—with clarity, dedication, and purpose. She can be contacted via email at: ctuttle@voloalerts.com or by phone at: 209.283.5043, ext. 342. Visit VOLO on the web at: www.volovillage.com.
