Your HOA Is Your Business—Are You Minding it?

Common Interest Communities (HOAs) are not just neighborhoods—they’re businesses, and every homeowner is a stakeholder. The Board of Directors makes decisions, but day-to-day operations often fall to an Association Manager. However, most Association Managers oversee multiple communities, which means your HOA is only one part of their workload. This can lead to gaps in management, missed expectations, and decisions that may not always align with the needs of your community. As accountability for these Associations grows, stakeholders need to understand the underlying challenges that contribute to these issues.

No One Manages the Association 100%

One of the biggest hurdles HOAs face is that rarely is someone fully dedicated to managing the Association. Board Members, homeowners, and the Association Manager contribute what they can within their time and expertise, but none are solely responsible.

The balance of professional and personal lives often strains the dynamic between Board Members and Managers. Board Members read emails at night and on weekends, while Managers typically operate during business hours. Managers need Board approval to take action, leading to constant delays and unaddressed tasks. These missed connections often result in confusion and a lack of progress on important issues.

Managing an HOA can feel like juggling a never-ending series of responsibilities and shifting priorities. Imagine an Association Manager tasked with tracking and attending to multiple needs at once, with each task requiring different levels of attention and coordination. It’s a constant struggle to stay organized while balancing competing demands.

The Revolving Door: Managers and Board Members

Due to the demanding nature of their role, Association Managers often face burnout and turnover. According to Zippia.com, the average tenure for an Association Manager is only 1-2 years, compared to the 4.1 years for U.S. workers (U.S. Bureau of Labor Statistics). This short tenure creates a revolving door for Managers and Board Members, disrupting continuity and requiring constant adaptation to new leadership with varying expertise and priorities.

Board Members, who are volunteers with limited terms, also face the challenge of maintaining consistent leadership. When dependable leadership is missing from an Association, time and direction are missed as everyone works to find direction and right the ship simultaneously—reviewing scattered records, piecing together past decisions, and dealing with unresolved issues.

HOAs Must Modernize

One of the most significant obstacles is the disconnect between outdated processes and today’s cloud-based world. Many Associations still hold their history in paper records and physical filing cabinets or communicate primarily through mailings and printed newsletters. Meanwhile, most homeowners expect instant access to information and streamlined communication.

A Resale Certificate is currently required for Condominiums purchased in Washington State and will soon be needed for all Common Interest Communities (HOAs). These are likely in electronic format and have hundreds of pages of information. When owners sign their Escrow Paperwork, they agree to everything provided in the Resale Certificate. As I have previously mentioned, the inter-working of an Owner's Association is not common knowledge, which can lead to one of the most significant issues I feel Associations face: Communication, or the missing expectation and understanding of how an Association communicates.

In an era where attention spans are short and competition for it is high, HOAs struggle to keep up with the speed of modern communication. Without adapting, HOA operations can feel out of touch. A clear, standardized communication policy is no longer optional—it’s essential. HOAs need to meet the diverse needs of their stakeholders. This includes normalizing new-owner orientations and providing clear guidance on how the Association communicates and operates. By implementing structured onboarding, Associations can reduce confusion, improve engagement, and foster a stronger sense of community.

External Pressures Are Increasing

In addition to internal challenges, external pressures on HOAs are growing. Rising insurance premiums, stricter mortgage requirements, and increasing scrutiny from lenders and insurers demand more transparency and professionalism in HOA management. Associations must handle financials, reserves, and governance in a more structured, accountable way than ever before.

Lenders and insurers require clear financial records, up-to-date reserve studies, and professional oversight. Associations that lack these systems can face difficulties when homeowners attempt to refinance, sell, or secure insurance coverage. As a former Association Manager, I regularly fielded emotional calls from anxious buyers, sellers, and real estate professionals trying to close deals. Requests for structural reviews or special assessments with tight deadlines became overwhelming and unrealistic. Still, they were also a clear signal that Associations need better systems to respond to these external pressures. Proactive measures are required.

How Building Bloc NW Can Help

This is where Building Bloc NW comes in.

With extensive experience in Association Management and Common Interest Community governance, I’ve seen firsthand the struggles HOAs face and understand the pressing need for better organization and continuity. Building Bloc NW was created to help Associations gain control over their records, improve communication, and create structured systems for day-to-day operations.

By consolidating records, digitizing essential documents, creating consolidated timelines, and establishing clear communication policies, I help Associations stay organized and ready to meet external demands. My goal is to provide administrative support that ensures critical documents are not lost in transition and that Board Members have the tools to govern effectively.

Through comprehensive onboarding for new owners and tenants, I work to create systems that ensure continuity, clarity, and ease of access. I help sift through years of paper records, digitize what’s necessary, and streamline systems to eliminate confusion and inefficiency. With these improvements, Associations can better navigate changing leadership and external pressures.

By embracing better administrative coordination, cloud-based solutions, and project management, Associations can improve efficiency, reduce risk, and ensure long-term financial stability. Running an HOA like a business isn’t just about governance—it’s about safeguarding the success and longevity of the entire community.