Avoiding the Traffic Jam

Tom is the vice president of the High-Rise Division at Cardinal Management Group, Inc., located in Woodbridge, Virginia. He has been engaged in management of community associations since 2001 and has been with Cardinal for 15 years.

Avoiding the

Traffic Jam

For those of us in the DMV area, traffic outside CPAs, committee volunteers, and • Provide committee volunteers with clearly problems are a way of life. However, many others working on behalf of the assodefined charters defining their lanes (avoid if everyone were to follow the proper ciation have a part to play. For the purposes micromanaging or participating in the traffic rules, be considerate and respectful of this article we will be focusing on Board committees other than liaising). of one another, and take actions as simple members, management teams and service • Appoint a single point of contact to liaias staying in the proper lane, much aggravaproviders. son with management between board tion and delays could be avoided. Knowing meetings. when to merge and how to properly do so The primary responsibilities of the board would believe it or not, result in a smoothinclude creating policies and providing diManagement: er continuance of speed and reduced conrection for the Association. The Board, if • Communicate clearly, often, and effectivegestion. This analogy can often apply to the professionally managed, should be relying ly to your boards and membership. world of community associations. Often, there can be confusion among volon their Management agent to carry out these policies and directives. To accomplish this, Management will work with many ser• Set realistic expectations, meet your dead lines, and honor you commitments. unteers, association management profesvice providers to ensure the will of the Board • Be an active participant in board meetings. sionals and other service providers. There is accomplished. All involved can help faciliDo not run them. are many moving parts in managing the tate the success of the Association by adher• Be a resource to the Board and communioperations and day-to-day business of ing to a few, “traffic rules”. ty volunteers. Share your knowledge and community associations. expertise. Through clear communication, Board: • Communicate clearly, often and effectively • Proactively address concerns, planning and challenges, bringing important matcooperation and clearly to the community (avoid the social media ters to the Board’s attention in an open and establishing roles, responsibilities and lanes, • potholes!) Have a working knowledge of the govern ing documents and applicable statutes. • transparent fashion. Encourage education and training through CAI. many problems and much • Prepare for board meetings (don’t review • Correspond with and manage the serconfusion can be avoided. your meeting material for the first time vice providers and ensure contract terms at the meeting. Be sure to ask manageare met. The result of “staying in your lane” pro vides for a more well-managed commu ment questions in advance to allow time to research). Service Providers: nity where volunteers and management • Rely on the professional you have selected • Communicate clearly, often, and effectivefeel empowered, experience less stress and make sound business decisions (avoid ly to management. and greater success. Association counsel, micromanagement). • Honor the terms of your service agreement.

• If there is a service issue, own it and fix. • Proactively make recommendations based on your experience and best practices for your industry. • Share concerns openly and right away. • Do not take instruction from anyone other than management, unless otherwise directed.

Through teamwork, open and effective communication, accountability, dedication, and commitment to observing just a few “traffic rules,” we will avoid accidents and gridlock. Each doing our part, the association will enjoy a smooth commute to success. Now jump in and tighten those seatbelts!