California has some of the strictest HOA laws in the nation, largely thanks to the Davis-Stirling Act. The Davis-Starling Act outlines how HOAs need to handle their budgets, which should cover the cost of community vendors.
One of the easiest ways to lose track of your accounting is to switch vendors frequently. One of the best ways to avoid vendor hopping is by working with vendors you trust and respect.
Today, we're going to talk about the role of HOA management services in building strong vendor relationships. Read on to discover our tested community management solutions.
Vet Your Vendors Before Hiring
HOA property management firms will always start with a thorough vetting process. Don't hire a single vendor before you've assessed:
- Experience and credentials (including licensing and insurance)
- Customer reviews and references
- Familiarity with HOA communities
- Pricing packages
You should have no problem finding plenty of vendors to choose from. According to the Better Business Bureau, Oakland is home to over 900 landscaping contractors alone.
Once you've narrowed down your options, conduct interviews to learn more about each company's methods and scheduling availability to find the perfect vet.
Sign Contracts That Support Your Community Goals
Your vendor contracts lay the groundwork for long-term, successful relationships. Make sure each contract establishes:
- The services you're requesting and on what timeline
- Your performance standards and consequences for non-compliance
- Points of contact and protocol for emergency communication
- How and when you'll deliver performance evaluations
In other words, don't just sign a boilerplate contract. Review the language your vendors provide and meet to discuss any changes or clarifications you need to make.
Remember, your members' fees cover the cost of your vendors. The work your vendors do for your community should benefit your members by creating the community they deserve.
Practice Clear Communication
When we're advising on HOA operations improvements, one of the first things we tend to focus on is communication. The way you communicate determines your strength as a community leader. This includes how well you communicate with your vendors.
Clear communication channels allow both you and your vendors to share:
- Status updates on individual jobs
- Policy changes that impact vendor services
- Concerns or issues that may impact work quality
To build long-lasting relationships with vendors, HOA management services work on improving your conflict resolution strategies. Start by addressing issues as they arise, rather than waiting until they boil over. Maintain a respectful attitude and find ways that you and your vendors can work together to address problems.
Need Better Oakland HOA Management Services? PMI Oakland Can Help
Strong vendor relationships can support your accounting success and prevent costly vendor hopping. Are you struggling to meet California's HOA regulations and build strong relationships with your vendors? HOA management services can help.
PMI Oakland is one of the only property management firms to focus exclusively on HOA management. We offer both professional and self-managed options to ensure that you'll always get the support you need. Contact us today to find out how we can help.
