5 Signs It's Time to Switch Community Management Companies

5 Signs It’s Time to Switch Community Management Companies

January 31, 2025  |  Communication, Community, management company
5 Signs It’s Time to Switch Community Management Companies

A management company should feel like a partner, not a problem. As a community association, having the right management company can significantly impact your neighborhood’s well-being. Even if things seem satisfactory on the surface, there might be hidden indicators suggesting your current company isn’t meeting your needs.  

In this guide, we’ll explore five signs that it’s time to consider a change and provide actionable advice to help your community thrive.

#1 Poor Communication with Your Community Management Company 


Effective communication is the backbone of successful community management. When your management company frequently delays responses, misses updates, or leaves you in the dark about important matters, it disrupts operations and erodes trust. 

 

Questions to Ask 

  • How often does the management company communicate updates to the board and residents? 
    • Consistent updates help ensure everyone stays informed and avoids confusion. 

  • Are their responses timely and clear when concerns are raised? 
    • Timely and clear responses show respect for your community’s time and needs. 

  • Do residents feel heard and respected during interactions? 
    • Residents’ satisfaction with communication reflects the company’s ability to foster trust and resolve concerns. 

 

Actions to Take 

  • Review communication policies and expectations with your management company. 
    • Clear policies provide a foundation for better communication moving forward. 

  • Track instances of missed or delayed communication to identify patterns. 
    • Identifying patterns helps determine whether issues are isolated or systemic. 

  • Schedule a meeting to address these issues and discuss solutions. 
    • Proactive discussions can help establish clearer expectations and improvements. 
Missed calls

#2 Lack of Follow-Through on Maintenance Requests 


Maintenance is fundamental to maintaining property values and resident satisfaction. If issues like broken lights, unkempt landscaping, or unsafe conditions persist, it’s a glaring sign your management company isn’t prioritizing your community. 

 

Questions to Ask 

  • How quickly are maintenance requests addressed? 
    • Quick responses indicate the company’s commitment to maintaining property standards. 

  • Are common areas regularly inspected and maintained? 
    • Regular inspections prevent small issues from turning into larger, costlier problems. 

  • Does the company provide clear updates on the status of repairs? 
    • Frequent updates demonstrate accountability and professionalism. 

 

Actions to Take 

  • Document unresolved maintenance concerns and any delays in response. 
    • Documentation creates a record of patterns that can’t be dismissed. 

  • Review maintenance logs to assess consistency and follow-through. 
    • Reviewing logs provides evidence of the company’s reliability and efficiency. 

  • Escalate the matter with your management company, outlining specific expectations for improvement. 
    • Clear expectations guide the company toward addressing problems effectively. 

#3 Financial Mismanagement or Lack of Transparency 


Your community’s financial health depends on clear, accountable management. If financial reports are unclear, budgets don’t align with goals, or there’s a lack of transparency, it’s time to question your management company’s practices. 

 

Questions to Ask 

  • Are financial reports easy to understand and readily accessible? 
    • Accessible, clear reports ensure all board members can make informed decisions. 

  • Does the management company stay within the approved budget? 
    • Sticking to budgets demonstrates responsibility and financial discipline. 

  • Are funds allocated effectively to address community needs? 
    • Proper allocation ensures your fees are working to improve the community. 

 

Actions to Take 

  • Audit financial reports for inconsistencies or unexplained expenses. 
    • Auditing helps uncover any mismanagement or oversights. 

  • Request a detailed breakdown of budgets and expenditures. 
    • Transparency builds trust and ensures no funds are being misused. 

  • If concerns persist, consider consulting a financial expert to review the company’s practices. 
    • Expert insights can help identify areas where improvements are necessary. 
Management turnover

#4 High Turnover of Property Managers 


Frequent changes in property managers can disrupt your community’s stability. Each transition can mean reestablishing relationships, adjusting to new styles, and potentially losing valuable continuity. 

 

Questions to Ask 

  • How often has your property manager changed in the past few years? 
    • Frequent changes can signal internal issues within the management company. 

  • Has turnover impacted the quality of service or resident relationships? 
    • Service disruptions can diminish residents’ trust and satisfaction. 

  • Does the management company provide clear explanations for frequent changes? 
    • Transparency about turnover helps you understand if the problem is systemic. 

 

Actions to Take 

  • Address turnover concerns with your management company and request insights into the root cause. 
    • Understanding the root cause helps prevent recurring issues. 

  • Advocate for better training and retention strategies to maintain consistency. 
    • Well-trained, long-term managers provide better service and stability. 

  • Develop a plan to ease transitions, ensuring community members are informed and prepared. 
    • A transition plan minimizes confusion and keeps the community running smoothly. 

#5 Your Community’s Needs Have Outgrown the Management Company 


As your community evolves, its requirements may surpass your management company’s capabilities. Whether it’s managing larger-scale projects or implementing advanced technology, your association deserves a company that can keep pace. 

 

Questions to Ask 

  • Has the management company introduced innovative solutions for community challenges? 
    • Innovative solutions show adaptability and a forward-thinking approach. 

  • Are they equipped to handle larger or more complex projects? 
    • Handling complex projects requires experience and sufficient resources. 

  • Do they proactively adapt to meet your growing needs? 
    • Proactivity shows the company is invested in your community’s long-term success. 

 

Actions to Take 

  • Research alternative companies that specialize in your community’s specific requirements. 
    • Exploring options ensures you find a company better suited to your needs. 

  • Request proposals to compare services and capabilities. 
    • Proposals provide a clear comparison of what each company offers. 

  • Plan a smooth transition, ensuring minimal disruption to your community. 
    • A well-planned transition helps avoid service gaps and resident frustrations. 

How Management Plus Realty Service Can Help Your Community 


If you’ve identified any of these signs in your current management company, it’s time to consider a change. Management Plus Realty Service offers tailored community management services, combining proactive communication, transparent financial management, and expert solutions to meet your unique needs. 

Ready to make your community more stable and successful in 2025?  Contact us today to explore how we can help your association thrive.  

For more insights, check out our blogs on Effective Community Management and How to Choose the Right Consultation Service for Your Community.  

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