Communications & Office Admin Support Services
Communications Support (CS)
We will provide guidelines for the Manager to establish good communication with all residents. The packet also provides a program for welcoming new residents to the community and thanking vendors associated with the property. We will review your website's general layout and content and compare it to other websites.
Your website will be examined to see if all documents, disclosures, and records required by statute are available to property owners. Information that is available to the public will be evaluated. The ease of navigating your site will be evaluated, as well as if the site entices potential buyers to visit your community.
The website’s profile of the property will be reviewed to ensure that the staff, Board, contact information, emergency preparation, and general property information are comprehensive and current. A report will be provided to the Board detailing our finding regarding your website.
Office Administration Packet (OAP)
We will provide several templates for use by the manager and staff to organize the management of your office operation. A comprehensive shell of folders and sub-folders for your computers will be provided.
This file organization will allow the manager to efficiently find and share essential information with the staff, Board of Directors, homeowners, vendors, and others involved in the association's operation.
Once the templates have been updated with current information, the Manager or Office administrator can edit the documents each year. Once completed, these tools will identify who is responsible for all administration tasks and provide a property-wide contact list for all aspects of the Association.
The Operation Manual index will initiate the development of a comprehensive operating manual for the property. It will help ensure that all staff follow the same protocols and policies. The maintenance responsibility table will identify what components the homeowner or the association maintains. This will enable the staff and Board to support a consistent response to all inquiries.
The office setup and organization will be assessed. Filing systems, both paper and on the computer system, will be apprised, as well as noting if computer virus and backup programs are in use. In addition, we'll be looking to identify if there are any missing support positions or opportunities for cross-training and multi-position training to provide better support. Part of this packet is to note if a calendar or schedule has been developed regarding the administrative aspects of the property.
Essential items will be calendared, including business license renewal, state certification, insurance policy renewal, board and annual meeting organization, and other required annual requirements. We will note if Board and Committee handbooks and an operations manual have been created. In addition, the development of an Emergency Plan will be emphasized. Minutes binders for general membership meetings and Executive Sessions will be evaluated.