What’s your HOA’s primary form of communication? If you’re still using primarily snail mail, you might be wondering if switching over to email is worth it. And while email can usually save your HOA quite a bit of money overall, there are still some issues you want to avoid handling over email.
If you aren’t sure when and when not to communicate through email, use these rules to guide you:
#1 Don’t Make Major Decisions Over Email
Be careful that a simple discussion from board members or management doesn’t turn into a major decision that owners aren’t aware of. Major decisions should be announced during board meetings.
It might seem like making decisions via email is harmless since everyone uses email, but that’s not the case. There’s still change the owner could use, and if it’s over a huge decision, such as a large contact, the damages could be significant.
#2 Avoid Sending Personal Opinions
The thing about email is that once it’s sent, it’s sent. Even if you think you’re just sending it to another board member in confidence, there is always a chance it could end up being forwarded to the wrong person. Be careful when answering questions and discussing to only send “yes” and “no” answers. Don’t bring your personal opinions into it, and especially don’t talk about other board members or owners over email.
#3 Avoid Even Minor Decisions
It’s best to just avoid approving any proposals through email, even if it’s just for a small project. Let the sender know you’ll address the question or proposal during the next board meeting so all decisions stay open and transparent.
Email has a lot of benefits in an HOA. It can cut down on the cost of postage and allow members to communicate with the board and management much more quickly. But knowing the proper usage of email within the association is important. Above all, you want to remain professional and keep everyone’s rights in mind. If you’re not sure about something you’d like to send through email, it’s best to consult your HOA management company.