Have you ever caught yourself doing work for the homeowner association and resenting it? There are many excuses for not delegating responsibility. Do any of these apply to you?
- I can do it better myself.
- Others won’t do it right.
- No one is qualified but me.
- I have the time.
- Everyone else has enough to do.
- It’s faster to do it myself.
At the core of many of these excuses is mistrust of others. While it’s true that you may be able and qualified to get the job done, getting others involved makes the outcome radically different than the mere act of completion. HOA business is not just a series of jobs to finish, it is creating and sustaining an integrated community. This requires many members to participate. A community of one just won’t cut it.
Delegation is more than passing work on. There must be a screening process that ensures that tasks are worthy of doing at all. Here’s how to pare down the list and encourage others to step forward:
Not all tasks are necessary or important. Delete those that aren’t both.
Don't accept requests that require extensive research. If a someone has a bright idea, encourage them to research it and present it to the Board for consideration.
Pay a mailing service or print shop to copy, collate, fold, stamp and label HOA correspondence.
Hire a bookkeeper to keep the books.
Assign tasks based on expertise. In every HOA, there are some that excel in landscaping, maintenance, accounting, social events and other HOA tasks. Most people are thrilled to share something they have a passion for. If you don’t know who they are, ask around.
Hire a management company. If your HOA is self managed, ask yourself why you are performing hours of free work for the rest? Boards are elected to supervise competent people not to do the actual work. Expertise costs money but when the cost is spread out is affordable.
Offer education. Paying for training in HOA matters will encourage volunteers. It is an allowable perk.
Recognize volunteers for effort, even if their work isn’t perfect. Positive recognition improves performance.
Delegate authority. Other than major decisions, authorize the delegate to make all others. That promotes trust.
Let them do it. Resist micro-managing and nitpicking. Another trust builder.
When delegating tasks, communicate clearly what needs to be done, the time frame and what degree of detail is needed. If you need a only rough estimate, say so. If you need a detailed proposal, say so. Delegate the objective, not the procedure. For larger projects, ask for progress reports on specific dates. Many people work best with deadlines.
Delegation is not abdication. The Board is responsible to see the task is performed properly. That means staying informed and checking the work when completed. Harvesting the fruits of delegation is a liberating experience. The more trust is put in others, the more others yearn to earn that trust.
For more on HOA Management, see www.Regenesis.net
Published: February 19, 2003
Use of this article without permission is a violation of federal copyright laws.
 Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues.Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at . |
