1. Think before hitting Reply All instead of Reply
When only the sender needs to know your thoughts, don't click Reply All which includes all the respondents.
2. Don't add new information to a current email thread, send a new email
It gets confusing for readers when emails don't match the subject. When you want to add a comment about a new issue, don't reply to an email with the new information. Instead, start a new email with a matching subject..
3. Don't get personal in the email
It is important to remember that your Board emails should be professional. Keep your personal comments out of your emails by sticking to the facts of the situation.
4. Give clear direction
Emails can be confusing when they don't contain clear and easy to understand directions. Make sure to state precisely what you are wanting such as a vote for an issue, a maintenance issue to be resolved, or if you are just wanting to pass on information with no action to be taken.
5. Save your Board emails
Create an electronic folder in your email program to save your Board emails in one easy to use folder. This is helpful when you need to refer to a document that was attached or review a prior email to confirm action steps.
6. If you need responses to multiple questions, number the questions
Numbering the questions makes them stick out. This eliminates getting emails without all of the questions being answered.
Keeping your email communications clear and organized can help avoid confusion and streamline your association business processes.
Contact Capital Property Solutions for a Free, Friendly, Property Review, or for new ideas on association management and reducing costs.
Arnold Barzak is a principal partner at Capital Property Solutions, a condominium and homeowners association management company with 25 years of experience in Central Ohio. Arnold has earned his PCAM designation, the highest professional recognition available nationwide to managers who specialize in community association management.
Capital Property Solutions serves the Central Ohio communities of Canal Winchester, Clintonville, Columbus, Delaware, Dublin, Gahanna, Grandview, Grove City, Hilliard, Lewis Center, New Albany, Pickerington, Plain City, Powell, Reynoldsburg, Upper Arlington, Westerville and Worthington.