With more and more of modern life taking place over the net these days, it’s only natural that your HOA management team wants to implement an electronic due payment system. It’s convenient, all transactions are automatically noted, and many residents probably have the digital familiarity needed to maximise its benefits.

That being said, deciding on a whim to implement such a system is bound to give your community some serious whiplash! A new online property management system requires significant forethought. Gassen, your Eden Prairie providers of property management services, is here to help the process run smoothly with our tips below.

Planning Begins With the Board

If your property management services provider won’t be handling the system, the responsibility falls to the board. Thus, the group of you need to familiarize yourself with the ins and outs of the process before finalizing its involvement in the community—but that may be a given.

What might not be a given, though, is assigning roles in terms of the new systems and community relations. In other words, your board should designate:

●        The “expert” on the system—the person who knows it on the most intimate level

●        The member who manages community questions and troubleshooting

●        The member who works with the financial side of the system

And so on and so forth, depending on the functions you’re now working with. A single member can double up on roles, so long as the responsibility doesn’t become too much.

Allow for Some Leniency

Change is hard on anyone, and when you’re implementing it on a massive, community-wide scale, even the best HOA management is bound to encounter some roadblocks and technical difficulties.

When these arise, it might be beneficial to allow a little flexibility if, say, resident confusion prevents them from paying dues on time. If they’ve reached out and expressed concern, they’re doing the best they can, and fines could very well inspire unnecessary resentment.

Teach Community Members How to Use the Software

This can be as simple as hosting a meeting in which you walk through an “example” payment, how to send messages, etcetera. Though it may take a significant chunk of time, it’ll pay dividends later, as you’re less likely to be inundated with questions and technological hiccups.

Gassen Is Here to Help Smooth the Transition

Online accounting property management can be tricky to begin, but our experienced team is happy to help smooth out your transition. Give our Eden Prairie office a call today at 952-922-5575.