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Unlock the Secrets of Mastering Email Communication with These 6 Must-Know Tips!

Even the newest of association board members will quickly

realize that communication plays a critical role in ensuring the

success of a community association. That's where email

communication comes in. By leveraging email, you can easily

communicate with your fellow board members and achieve

your objectives without the need for a physical meeting.

Follow these steps to improve your email communication.

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 new 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 directions. 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 a folder in your email

software to save your Board emails. 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

each question. Numbering the questions makes them stick

out as a call to action.

Email communication is a powerful tool that can help you

achieve your goals as an association board member. By

following the tips above, you can ensure that your emails are

effective, concise, and professional.

Want more community engagement? 6 meetings your

association should be hosting.

1. Annual meeting: Not only is it required by law, but it

provides a great opportunity to review the prior year’s

accomplishments and to share the goals for next year.

2. Regular scheduled board meetings: It is important to

have the meeting dates scheduled in advance for the year so

residents can attend. The purpose is to conduct business of

the association not necessarily to elicit comments,

complaints, or concerns from residents, but the transparency

it provides is helpful in creating community.

3. Executive board meeting: To be held following the

regular board meeting for reviewing sensitive and personal

issues such as collections, compliance hearings, and legal

matters. This is the time for residents to speak with the board

about issues directly concerning them such as disputing a

compliance issue.

4. Committee meeting: Board meetings should focus on

making decisions and committee meetings should focus on

brainstorming. Each committee should focus on one

concentrated area of the association and their meetings

should focus on how to achieve certain goals. The committee

should then create an organized plan to present to the board

for approval at a regularly scheduled board meeting.

5. Town hall: Should be held to discuss one or two specific

items that require community input. Dues increases and

changes or additions to rules or the declaration are common

topics. It is common, but not appropriate, for town hall

meetings to be open-ended events where boards open the

floor to listen to residents’ concerns; however, that leads to

unproductive complaining, making the board uncomfortable

and defensive. The appropriate meeting to listen to residents

is coffee and conversation with the board.

6. Coffee and conversation with the board: When a board

wants to engage residents in an open format the best way to

do so is with a casual one-on-one conversation with a board

member to discuss any concerns and ideas about the

association. This informal and non-threatening environment

prevents a mob mentality, prevents heated debates, and

provides an opportunity for quiet and shy individuals to have

a voice.

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