Can A HOA Manager Manage Different HOAs

Q: Why Would an HOA Manager Manage Different HOAs?

When homeowners associations require professional assistance, they typically turn to an HOA management company. Management companies typically oversee several communities simultaneously. After all, it is a business, and it requires many clients to keep operations going. To make this possible, management companies assign managers to handle different HOAs under their portfolio. This approach allows management companies to serve more communities effectively and efficiently while keeping costs low. Instead of assigning one manager per community, companies often split a manager's time across several.

Q: Is it Okay for an HOA Manager to Handle Multiple HOAs?

In general, it’s common for HOA managers to oversee multiple communities, and this practice is acceptable when done responsibly. With a balanced workload, a manager can handle multiple HOAs with efficiency. Many management companies have honed their systems and processes to enable managers to balance multiple communities without sacrificing quality.

Q: Can an HOA Request a Manager to Focus Exclusively on Their Community?

If an HOA believes it needs a dedicated manager, it should discuss this with the management company. The board should let the management company know why they need a full-time manager. There is no guarantee that the company will accommodate this request. However, in the event that the company does agree to assign a dedicated manager, the HOA board should be prepared to pay a higher fee.

Can an HOA manager manage different HOAs? This is a question that many HOA boards might ask. After all, when an HOA hires a manager, they expect top-notch services. Is that possible when one manager handles multiple communities? How many associations can a single manager manage at the same time?

Why Would an HOA Manager Manage Different HOAs?

Homeowners associations typically turn to an HOA management company when they require professional assistance. Management companies typically oversee several communities simultaneously. After all, it is a business, and it requires many clients to keep operations going.

Management companies assign managers to handle different HOAs under their portfolio to make this possible. This approach allows management companies to serve more communities effectively and efficiently while keeping costs low. Instead of assigning one manager per community, companies often split a manager’s time across several.

When an HOA manager handles multiple HOAs, they balance the needs of every community with the time they have. To board members, this may not seem like an ideal situation. However, it is possible to do so and still produce great results. It is usually standard practice because the demands of smaller HOAs or those with fewer amenities may not need full-time oversight.

When a single HOA requires more attention than others, the company may adjust the manager’s workload accordingly. The company may assign fewer additional communities to the manager or dedicate more support staff to work under the manager.

How Can an HOA Manager Manage Different HOAs?

For an HOA manager to juggle multiple communities, they must practice effective time management and clear communication. Managers often set specific schedules to visit each community regularly, attend board meetings, and stay in touch with board members and homeowners. While this schedule can be flexible, it is usually fixed to accommodate several associations within a timeframe.

An HOA manager can balance many communities through task prioritization as well. Prioritizing more pressing tasks and requests while delaying non-urgent ones helps keep things manageable. Moreover, a specific timetable allows managers to dedicate time to each HOA. The community has the manager’s undivided attention for a certain amount of time. After that, the manager can move on to the next community.

Technology also plays a crucial role in managing several HOAs. Management companies use specialized software to track maintenance schedules, respond to resident requests, monitor finances, and send updates to homeowners. With centralized systems, managers can efficiently keep track of each HOA’s needs, even from a remote location.

How Many HOAs Can a HOA Manager Handle?

An HOA manager can handle multiple HOAs at the same time. That much is clear. However, the number of HOAs they can manage simultaneously depends on a few factors. This includes the unique requirements of each HOA and the manager’s capacity. On average, a single HOA manager might handle between three to ten communities.

Here are the factors that influence how many communities a manager can handle.

1. Size of Each HOA

A small HOA with minimal maintenance needs may require less time and effort. This allows a manager to handle more communities at once. Larger HOAs with more amenities, on the other hand, naturally demand more oversight. As such, the amount of work it takes to manage eight small communities may equal that of three larger communities.

2. Community Complexity

Complex HOAs tend to have more demands and needs that a manager must meet. These have many amenities, more homeowners, and larger budgets. The more involved an HOA manager needs to be, the fewer they can realistically handle simultaneously.

3. Support from the Management Company

Many HOA managers have a support team for accounting, maintenance coordination, and administrative work. This back-office administrative team alleviates some of the manager’s burden. With a great support system, an HOA manager can focus on more important things like strategy and community relations.

4. Manager’s Experience and Skills

An HOA manager with more experience and expertise tends to be better at handling multiple communities effectively. This is because they are more familiar with the common issues that plague an association. With this knowledge, they can easily address these issues and even prevent them before they happen.

5. Proximity of Communities

A manager can minimize travel time if the HOAs are close to each other. This makes it easier for them to oversee multiple HOAs at once. Proximity allows for more frequent visits and quicker response times.

Is it Okay for an HOA Manager to Handle Multiple HOAs?

It’s common for HOA managers to oversee multiple communities, and this practice is acceptable when done responsibly. With a balanced workload, a manager can handle multiple HOAs with efficiency. Many management companies have honed their systems and processes to enable managers to balance multiple communities without sacrificing quality.

However, problems may arise if a manager is stretched too thin. The same can happen if specific HOAs require more attention than they receive. Overloading a manager with too many communities can lead to slow response times, missed deadlines, and an overall decline in service quality.

To avoid these issues, boards should communicate with their management company. If they are displeased with the service of their manager, they should inform the company as soon as possible. This way, the company can look into the situation and trace the source of the problem. For instance, if the manager’s workload is too much, the company can scale back.

Can an HOA Request a Manager to Focus Exclusively on Their Community?

In certain situations, an HOA may want a dedicated manager who does not handle any other communities. While possible, this request is more common for larger, high-maintenance HOAs or those with extensive amenities. Assigning a single manager to a single HOA requires additional resources. This can raise management costs, which, in turn, can raise the fee for the HOA.

If an HOA needs a dedicated manager, it should discuss this with the management company. The board should let the management company know why they need a full-time manager. There is no guarantee that the company will accommodate this request. However, if the company does agree to assign a dedicated manager, the HOA board should be prepared to pay a higher fee.

How Does This Practice Affect Communities?

Having a manager who oversees multiple communities can have both benefits and challenges. Here’s how this arrangement might affect an HOA.

1. Cost-Effectiveness

Sharing a manager across multiple HOAs allows management companies to offer services at a lower cost. This helps keep fees manageable for the HOA and, in turn, the homeowners.

2. Experience and Expertise

When a manager has a diverse portfolio, they tend to have more experience dealing with an equally diverse set of problems. This gives them a broader understanding of an HOA’s challenges. With this perspective, the manager can be more effective in their field.

3. Potential Delays in Response Times

One downside when a manager balances multiple HOAs is their limited availability. This can lead to slower response times, especially if the manager deals with urgent issues in other communities.

4. Less Frequent On-Site Presence

Managers overseeing multiple HOAs may visit each community less frequently. This is because they must divide their time among more clients. Of course, it will still depend on the workload, schedule, and other factors mentioned above. Less frequent on-site visits can lead to reduced engagement.

Can an HOA Manager Manage Different HOAs? Answered!

An HOA manager can manage multiple HOAs at the same time. However, it has pros and cons, especially regarding its impact on communities. Boards should not be surprised that their community isn’t the only one their manager handles. If your board wants an exclusive manager, it is best to take it up with your management company.

Condo Manager helps HOA management companies juggle numerous communities simultaneously. Call us today at (800) 626-1267 or contact us online to request a demo!

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