There is a lot to do when managing an HOA, so it can take a long time to get everything done. However, a lot of the tasks don’t need to be done by the manager every time. Instead, with the right software, it’s possible to automate a lot of tasks. Automation makes it possible to ensure everything gets done on time, helps the manager make sure it is all done without having to do it on their own, and prevents potential issues like forgetting to send out information to HOA members. Some of the tasks that can be automated include the following.
Shared Documents and Calendars
When changes to documents are made, or calendar dates are updated and changed, it’s not necessary to email or otherwise contact everyone involved. Sharing documents and calendars can allow for updates to be automatically sent to anyone who needs the information. It’s also possible to add notifications to the calendar, allowing members or anyone in the management team to get updated information as soon as it’s changed in the system. This helps keep everyone on the same page and minimizes the chance for someone not to notice a change.
Send Notifications Automatically
Notifications may be sent to remind members that HOA payments are due, to let a member know their payment is late, or to remind members about upcoming events. These notifications can all be done automatically, so the manager doesn’t have to do each one individually. If the software notices a payment is missing, for instance, it can automatically send out an email or text to the member reminding them to make a payment. This helps to prevent missing or forgotten information as well as to save time for managers.
Offer Online Payments
Many people today prefer online payments because of the convenience. However, it’s easy to forget to make a payment, even with notifications reminding the members that a payment is due. Software available today can allow for automatic withdrawals, so the member doesn’t need to think about making a payment at all. Whenever the HOA fees are due, they can be deducted from the member’s bank account, keeping the fees current and preventing missed payments.
Automate Recurring Payments
The HOA will likely work with vendors that will need to be paid regularly, like a landscaping company. The management doesn’t need to remember to write a check and mail it to the company each month. Instead, the software will allow for recurring payments to be automated. On the correct day each month, the payment will be sent to the vendor without the management company having to worry about it or remember to make the payment. This results in less work as well as reduced potential for missing crucial payments to vendors.
Managing an HOA takes a lot of work, but a lot of it can be automated. Today’s innovative software includes numerous ways to automate different tasks that need to be done. Check out the latest in hoa management software now to learn more about automation and how it can make your job easier.
