In a self-managed HOA, every task, decision, and responsibility falls onto the community members. Owners must step up and share the burden of managing a community, but only those who can keep up will succeed without help from a professional management company.

In most cases, small to mid-sized HOAs agree to forgo help in order to save money. While this strategy can be effective, it can also end up being more expensive to self-manage a community if miscommunication, budget issues and conflict are common.

Table of contents

• Top challenges of a self-managed HOA
• How can a simple website create better experiences and less work?
• What can an HOA website do for owners?
• What can an HOA website do for board members?

A board member will typically volunteer anywhere from 2 to 6 hours of their time each week. But if they are spending more than 10 hours on HOA work, they risk board burnout.  

A good HOA website can help resolve many common issues experienced by self-managed HOAs, including creating better experiences for owners and less work for those who are on the board. Curious to learn more? Great, let’s get into it.  

Top challenges of a self-managed HOA

These are some of the most common challenges that plague HOA boards and interfere with owner satisfaction.

Lack of communication

This first challenge impacts all types of community associations, not just self-managed communities, so don’t feel bad if your board currently struggles with communication.  

Whether owners simply aren’t getting notices in time, are ignoring paper letters, or the board can’t respond to every inquiry, poor communication impacts everything from rule compliance to voter turnout.  

When owners are disengaged or apathetic, it’s harder to get them to vote, which in turn slows down initiatives and projects since quorum can’t be reached.

Conversely, owners might become agitated when they can’t get the answers they need from the board. As a result, they might do something like install an inground pool or get a pet chicken because they couldn’t get consent.

A lack of communication can also occur between board members. If someone is away, or collaborative work doesn’t occur often, the association can easily become chaotic.

Managing finances

Finance management presents multiple challenges for boards that have never worked with million-dollar budgets before (and let’s be honest, that is most of us). Self-managed boards struggle with this because it requires experience or a relevant educational background, not just good intentions.

Collecting and processing dues also presents problems if owners are paying with checks. This is inconvenient and inefficient, and it can slow cash flow.  

Even if communities are self-managed, some may hire a part-time accountant to assist with financial management.  

Completing repair projects

Preventive maintenance is key to prolonging the life of components and minimizing expensive emergency repairs. However, board members must have a convenient system for tracking and documenting maintenance in order to stay on top of it.

When systems break unexpectedly, it costs owners money and creates disruptions too.

Complying with CC&Rs and laws 

Rule enforcement is tricky, especially in a small community. No one wants to be the bad guy, particularly if you like your neighbor.  

It’s not just community rules that need to be enforced. When new legislation is passed, boards must make sure they are complying in time.

Non-compliance can lead to disputes between individual members and the HOA, and in rare cases, an owner may file a lawsuit.

Lack of transparency

Even if the board is doing its best to make documents available to owners, transparency can be an issue. Board members simply don’t have time to share everything that they should with owners.

This is frustrating for them because they have a right to know how their money is being spent.  

Burnout

Last but not least, board members are at a higher risk of burnout when they manage a community on their own (this is true for committee members too).

People come in ready, willing, and motivated to get work done. But with endless to-do lists and owners constantly criticizing their work, board members just get tired of doing a thankless job.

How can a simple website create better experiences and less work?

Can a website really solve all of those challenges for self-managed HOAs? Not completely, but it can do a lot to transform bad experiences into good ones.

A website, like the ones built by HOA Sites, helps self-managed HOAs by providing owners and board members with a central hub for information and communication. However, it may also provide owners with invaluable self-serve tools like online payments and service requests.

With a high-functioning website available, owners can log on to the association’s website and immediately get everything they need from one place instead of having to ask the board for information or forms.

As a result, board members are less occupied by owner requests and can focus on more complex issues or projects without burning out.

What can an HOA website do for owners?

Access HOA information at any time

No human can be available for your community 24/7. But a website is up and running all day and night. Owners can log on through a computer or their smartphones to find upcoming events, check FAQs or review a pet policy.

Make payments

Instead of having to physically be somewhere to give a board member a check at an inconvenient time, owners can cover fees or other expenses the same way they pay for most things these days.  

Submit requests

If someone notices a leak or wants to make an architectural change to the exterior of their home, they can submit a form through the website and immediately connect with the board.

Book amenities

HOA Sites’ reservations feature is an efficient way for owners to book specific time slots for shared amenities. Separate rules can be set for individual amenities to control how they are reserved.

Connect with other owners

Message boards allow members to post thoughts and questions on the website for other owners to respond to.

Moderator privileges can be assigned to ensure posts are not offensive or inappropriate.  

What can an HOA website do for board members?

Share information quickly and securely

Board members can use a website to share essential documents, notices, and other information with owners in a secure and organized manner. Even if owners are on vacation or away from the community, they can still get the latest news and information.  

Documents can be posted in a member-only, password-protected section of the site so that sensitive materials are not available to the public.

Increase communication and transparency

Board members can share updates or forms with the entire community in a matter of seconds. While some people will still prefer to receive paper notices, many will appreciate receiving email notices instead.  

By providing owners with access to financial documents, meeting minutes, and other important information, websites enhance transparency and build trust. 

Document financial activities

Boards can create custom general ledger accounts, view summary charts or revenue and expenses, create invoices and make payments. After centralizing financial activities, it becomes easier to see the bigger picture and budget accordingly.  

Schedule preventive maintenance

In addition to receiving online service requests, boards can proactively schedule repairs so that they aren’t forgotten later on in the year.

Post CC&Rs

The best way to minimize violations is to educate owners. If they have easy access to the rules, they are less likely to break them.

Posting rules and state laws online can help erase confusion and uncertainty, and board members don’t have to issue so many violations.

Reduce administrative burden

An HOA website will automate many tasks and reduce workloads for board members. This frees up more valuable time for them.

Ready for your HOA website?

The next step is to find a website provider that can create a site that fits the community’s needs and budget.

We can build the perfect solution for your HOA, at a price you can afford.