7 Strategies to Handle The Ugly Side of Property Management

group of people at a meeting, interior picture

We help a lot of property managers and board members to deal with the security issues by providing high tech security solutions. The #1 issue we observe is the high turnover rate of property managers. Can you imagine constant changes in your property management? These changes leave you open to:

  • Loss of Revenue /Lease Terms
  • Customer/Tenant Dissatisfaction
  • Higher Vacancy Rates
  • Higher Repair Costs
  • Constant Stress

In providing security to condos, high rises and buildings, it is our job is to maintain the property’s security. Choosing a property management company and applying these strategies below can positively impact your property and your budget.

If you are currently on the board of directors for your condo association, you are probably familiar with the various personalities you have to deal with on a regular basis.

All-in-all, many board members are people who simply care about the community in which they live and who sincerely want to do what is right for the condominium residents. Every time you bring together a group of people from different backgrounds, cultures, wealth and skills levels, tension and conflict will invariably surface. Most of the time conflict is healthy, but some people take conflict to the extreme or they don’t know how to deal with it like an adult. When one of your board members gets out of line or violates standards of behavior, what do you do?

Here are a few issues your board might be currently facing….

  • Board members who do not show up to meetings, which can create problems when voting or trying to decide certain important issues.
  • Meetings drag on for hours due to a dispute with a disruptive board member who refuses to cooperate with others.
  • A pessimist on your board who simply wants to cause trouble and arguments for the sake of being negative.

Now let’s look at ways to deal with these troublesome individuals so they don’t destroy your board . . . or worse, your organization

Build a great board

Populate your board with people who you believe can really help you. Look for shared interests and philosophies, but embrace differences as well. Know your weaknesses and select board members who will help guide you in those areas.  You will best manage your board by carefully selecting board members with whom you believe will help you achieve the success the success that you and your company are destined for.

Recruit nay-sayers 

You may find that a newcomer enters the association arena with an agenda and a list of complaints to deal with. Some of them you may disagree with. Others you might find appealing. However, these individuals may often become abrasive if they feel they are coming up against resistance, and they may also be unfamiliar with what they can and can’t do as part of condominium management in Chicago.

Turning these individuals’ complaints about your community’s condo property management into action and having them go from “someone should do something” to “you will be the one to do something” can have one of two effects: The member gets to address their own concerns, or The member starts to understand the complexity surrounding certain issues and becomes more willing to compromise

Know your position and your board rules

One of the first things you can do to help manage a difficult situation is to be aware of your condo board’s policies and procedures as detailed in the bylaws and the rules and regulations. Knowing the rules is half of the battle when it comes to this side of condo property management. You may find that your position contains some inherent power to settle a dispute without requiring approval of other board members, or you may find the answer  to a question about policies and enforcement right there in the rules, which would save you and your association a great deal of debate if the issue is already settled.

Learn the art of handling difficult people

If procedure, policy or a proactive approach all does not seem to help, you may simply be in a situation where you must learn to cope with a difficult individual. Try being understanding at first. The individual in question may have a long-standing concern that he or she is simply frustrated about. These issues may get resolved with time if it is something over which there is a major disagreement and no easy answer. If the person has a tendency to become angry and temperamental, try making it clear that such behavior is not appropriate at an association meeting. Maintaining a professional atmosphere may help deter this kind of behavior, and you can help by indicating to the person that you empathize with their concerns but would prefer to talk about them in a more reasonable and rational manner once they have calmed down.

Make Board Meeting Matter

During board meetings, be in control. Have an agenda.  Use time efficiently. Remember what you said last time and demonstrate progression.  Know where the meat is and get to it fast.   Be direct.  Limit finesse. Don’t let the directors find the rocks; always be a step ahead.

Build a “safe” relationship with at least one director

Trusted alliances are crucial. Ensure you have at least one unwavering relationship with at least one director with whom you can confide during the most difficult decisions.

Be passionate

Most likely, you’re running a start-up because you’re passionate about the technology, the team, and/or the market problem to be solved, etc.  Have a genuine commitment to your work, and show the board the fire in your belly.  Show your passion for the organization you represent and let others influence from your determination to the board.

Developing a Strategic way to overcome all the issues in a board meeting is not something that can easily be done. You’ll start to make progress once you take charge of the situation and address the key issues either by yourself or with the assistance of a few board members. There will always be two sides to a dispute, learning how to manage and getting things done, that’s the challenge of Property Management. Keep in mind that a strong board will give you a successful outcome on any property that you manage.