Condo Management: Tips for Optimal Efficiency & Performance

Optimizing condominium management is a challenging task, but it is necessary for administrators who value organization, discipline, transparency, and participation of all those involved.

These variables will significantly contribute to cost reduction, preventive maintenance of equipment for collective use, demand forecast, in addition to providing a positive perception of residents.

Therefore, the condominium manager must develop a transparent, objective and participative plan so that everyone can follow the evolution of activities and propose resolving measures.

Want to learn more about optimizing your condominium management? So, don’t miss out on the information we’ll present below!

Make a plan for all activities

Planning condominium management is a fundamental attribution, as it encompasses several administration entities and financial resources, the logistical and collaborative capacity of all.

In addition, there is the peculiarity of the manager being one of the residents, which increases the responsibility for keeping everything correctly planned and with due justifications for each action.

In complex situational analysis, it is possible to establish short, medium and long goals, considering the urgency of actions, the available financial resources, and the number of necessary employees.

Generally, short-term actions are those that deserve the most attention, or that will finish quickly.

Short-term goals involve adaptations to comply with new legislation, constructions that require quick repairs or are likely to be solved with small actions, especially those involving low costs.

On the other hand, medium and long-term actions require further studies, financial feasibility analysis, logistical planning, and contact with partner companies, as they usually involve significant works or significant restructuring.

Therefore, the actions must be organized, establishing in the plan: the duration of each of them; those responsible for the execution; the monitoring status; the price of purchase items, among other variables.

Organize voting on relevant topics

When they are not directed towards the objectives defined in the schedule, Condominium Meetings become a wall of complaints and aimless discussions – and in some cases, without an adequate number of collaborators.

When situations like this happen, in addition to the loss of focus, there is also a reduction in the minimum number of unit owners required for voting, making the entire democratic process unfeasible.

Because of this biased perception regarding the lack of objectivity in the meetings, it is up to the manager to direct the specific points addressed and establish a time limit for voting and contributions, among other proposals.

One of the ways to be successful in this endeavor is to detail this information through the agenda previously sent, describing the reason for the meeting, the topics to be discussed, and how the voting process will take place.

It is also essential to describe the discussion priorities according to the meeting length and the time allocated to each of the notes.

At the end of the meeting, it is necessary to write everything in a formal document; put the names of everyone present; report what was decided by the majority, and set the paper in a place that is easy for all residents to see.

Keep track of processes

Keeping control of processes requires an efficient organization from the condo manager.

It’s essential to document every meeting in a paper with the signature of the manager, assistant manager, directors, and all those present. It must be hanged in an easily accessible place, as viewing is of interest to everyone.

The financial controls related to the payment of personnel, monthly and sporadic expenses, the trustee’s bonus, and other factors must be organized and, preferably, with the possibility of traceability, as an attachment to the invoices.

The organization of processes must be done daily, attached monthly in folders, or scanned so that nothing is lost, damaged, or lost from the notes of the administration.

Value for transparency and resoluteness

What was defined in the meeting must be widely communicated to the condominium by electronic devices, in print, or any other way to reach everyone that lives there.

It is also essential to describe what has already been completed in these communications, whether the progress of activities is on schedule, the reasons for not meeting deadlines, and other points.

Regardless of the number of apartments and the complexity of the administration, it is essential to ensure the transparency of actions to avoid unnecessary and exhausting lawsuits.

Maintain a good relationship with everyone

Interacting with people with diverse opinions within a community is a constant challenge to please everyone without creating enemies or fomenting gossip within that environment.

Therefore, in addition to good manners and kindness, it is necessary to have a good relationship with all residents, accepting the particularities of each one, also showing a willingness to solve problems related to the management of the condominium.

Another point in this issue is to raise the primary desires of residents about improvements that can be implemented, which include modification or adaptation of the gourmet space, construction of gyms for outdoor sports, and playgrounds, among other needs.

Try legal advice and make important partnerships

Legal advice can be part of the expenses plan if the condominium has legal challenges and serious problems with some of the residents.

It is also possible to hire companies specialized in condominium management to perform cleaning services in common areas, electronic security or 24-hour doorman, gardening, and cleaning swimming pools and sports courts.

Optimizing condominium management is an important task to maintain processes, financial balance, meeting demands, and strengthening the administrative process. Therefore, it is essential to stick to basic measures with the planning of activities in the short, medium and long terms, promote objective meetings and maintain transparency and good relationships in all activities.

Do you still have doubts about the management of condominiums? Leave your comment!