Bridging the Gap: How Management Companies and Community Managers Can Build Better Partnerships

Strong partnerships build strong communities. And in the world of homeowners’ association (HOA) management, the relationship between management company decision-makers and community managers is one of the most critical.

A 2025 Community Associations Institute report revealed 91% of management companies plan to expand their portfolios over the next two years, driven by new community acquisitions and strategic partnerships. And with expansion comes pressure. With managers often stretched thin by endless to-do lists, and executives tasked with scaling operations and maintaining service quality, alignment is crucial to avoid burnout, miscommunication, and missed opportunities.

So how can HOA management companies and property managers bridge the gap for stronger collaboration? Read on for actionable tips and insights!

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Common Challenges Between HOA Executives & Community Managers

An HOA’s success depends not only on the relationship between the board and the property manager, but also on the connection between community managers and the executives who support them. The disconnect between executives and management teams primarily stems from differences in hierarchy, expectations, resources, and communication. A few common challenges include:

• ‍Staffing shortages: Inadequate staffing results from poor internal planning, insufficient team support, or an unsustainable client load—and managers often bear the brunt.
• ‍Manager overload: When a property manager is assigned too many communities to oversee, it often leads to burnout and increased turnover. ‍
• Inefficient systems: Outdated tools, clunky systems, and disjointed workflows can cause miscommunications, slow operations, and frustrate teams.

When managers don’t feel empowered, and executives are left playing catch-up, the well-being of each community suffers.

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RELATED: Beyond Rules and Dues: Cultivating Community in Your Association

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4 Ways to Strengthen Collaboration Between HOA Executives & Community Managers

Creating consistent collaboration between management company executives and community managers starts with intentional action. These four strategies provide practical, people-first approaches to building stronger, more connected teams that can scale successfully:

1. Conduct a management needs assessment.

Before growing portfolios or onboarding new communities, HOA executives should understand their teams’ current capacity. A management needs assessment helps identify managerial needs and determine whether staff are equipped to handle growth or are already overextended. Start by:

• ‍Evaluating manager pain points: Ask your managers to share three things their role lacks—whether time, tools, or headcount. ‍
• Gathering cross-functional feedback: Collect input from other departments, boards, and community leaders to paint a more robust picture of operational gaps. ‍
• Identifying recurring challenges: Compare responses from across teams to spot common hurdles, systemic gaps, and improvement opportunities. ‍
• Prioritizing and responding: Leverage the findings to create a targeted action plan, adjusting portfolios, improving workflows, and providing better training. Tools like TownSq’s portfolio management feature can surface workload trends, task completion rates, community performance metrics, and support smart staffing decisions.

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LEARN MORE: How to Motivate Community Association Managers

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2. Streamline communication channels.

Communication breakdowns are among the most common pain points between management company executives and community managers. Without organized, consistent communication, priorities can get lost in the shuffle, feedback is delayed, and frustration grows. To foster better alignment, HOA executives should:

• Schedule weekly check-ins or implement surveys to gauge manager sentiment.
• Use shared dashboards for real-time updates on tasks, violations, and requests.
• Establish clear, transparent goal-setting processes with regular feedback loops.

Adopting a centralized system, such as TownSq’s communications suite, allows users to reduce email overload, collaborate directly with leadership, and escalate issues with a single tool.

3. Invest in scalable technology.

Outdated systems and software can slow managers down and limit executive visibility. If teams are relying on manual workarounds, disjointed tools, email chains, and spreadsheets, it’s time to consider an upgrade. Modern HOA management platforms can streamline:

• Document management for governing documents, meeting minutes, and architectural reviews
• Violation tracking with digital workflows, staff assignment, and status updates
• Easy-to-share financial reporting with built-in functions for AP, AR, budgets, and invoicing
• Resident communication through mobile-friendly tools and community announcements

Automating routine tasks and going paperless enables managers to focus on more meaningful, high-impact work—such as building relationships with boards and residents—without adding to the daily grind. Meanwhile, executives gain deeper performance insights, spotting issues before they arise.  

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RELATED: How Technology Can Help You BetterServe the Communities You Manage

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4. Prioritize manager wellness.

Burnout is a key driver of turnover in HOA management. High workloads, a lack of support, and poor management practices are primary contributors to manager burnout, with many administrators leaving the industry entirely. Great communities need great leaders. Here’s how HOA executives can empower their teams and support their well-being:

• Prevent portfolio overload: Limit the number of communities assigned to each manager to maintain reasonable workloads. ‍
• Support professional growth: Provide training, career development, and mentorship opportunities.‍
• Celebrate achievements: Recognize wins, highlight progress, and encourage feedback. ‍
• Minimize daily friction: Equip teams with comprehensive, modern systems, software, and tools to streamline workflows.

Build Stronger HOA Teams Through Enhanced Collaboration

When community managers and HOA executives are aligned, communities thrive. Strong internal partnerships lay the foundation for better board connections, smoother operations, and greater resident satisfaction. By gauging team needs, streamlining communication, implementing modern innovations, and prioritizing manager well-being, management company leaders can build resilient teams that expand with confidence and stay ahead of rising demands.

If you’re looking for even more ways to support your team, read our related article “5 Strategies CAMs Need to Follow for Effective HOA Community Management.”