Your Board's Survival Guide for the Holidays: Turning Angst into Thanks

Being on your HOA board during the holiday season can feel like juggling flaming candy canes. From balancing your day job to tackling building issues, it’s no surprise this time of year brings more angst than thanks. Let’s flip that script! 

Watch the webinar on this topic here.

Here’s your ultimate guide to transform the top 10 HOA headaches into gratitude-filled solutions.

Angst 1: The Overloaded Volunteer

As a full-time professional, your bandwidth is already stretched thin. Add HOA board responsibilities, and it’s easy to feel overwhelmed by the lack of training, resources, and direction to manage your community effectively.

Thanks 1:

Start small. Free resources, like webinars or the J2 Resource Center, can provide valuable guidance. Education and training don’t have to be a time sink; even an hour spent learning about your building can bring clarity. Dive into tools linked in our Building Doctor Show to jumpstart your success.

Angst 2: Your Team isn’t Leading

You’re not alone in your struggle. Fellow board members are as swamped as you, the manager isn’t responsive, and contractors seem more interested in selling services than solving problems.

Thanks 2:

Teamwork makes the dream work! Foster collaborative leadership with simple steps:

• Define a shared, clear vision.
• Set expectations early and revisit them.
• Encourage open communication through regular check-ins.
• Host team-building events like a holiday party or seasonal gathering.
• Engage in education and training together (J2, WSCAI, CAI Oregon, talk to experts, etc).

When the team moves in unison, the community becomes lighter, even joyful.

Angst 3: The Document Dilemma

Disorganization reigns supreme. You can’t locate bylaws, governing documents, copies of your building plans, or even past repair invoices. Without a clear financial picture, everything feels chaotic.

Thanks 3:

Solutions to turn clutter into clarity:

• Centralize all documents with cloud-based storage systems.
• Digitize physical files and enforce standardized naming conventions.
• Use HOA management software like HomeWiseDocs, Buildium or SmartWebs for easy access.

Once you streamline your records, decision-making gets faster, smoother, and more transparent.

Angst 4: Once Burned Twice Shy

You’ve been burned before. You’ve hired contractors without a good scope of work, plans, or permits, and have had to redo some of that work, so you don’t know who to trust.

Thanks 4:

Consistency builds trust. Start with the following steps:

• Know your bylaws inside and out.
• Document every decision, repair, and violation.
• Communicate clearly with homeowners about their responsibilities.
• Apply rules uniformly.
• Work with professionals when needed.
• Be open to revisions.

J2 Steps to A Healthy Building.

Angst 5: Head in the Sand

The past boards haven’t addressed past problems or raised the dues to keep up with inflation, so you wonder if you have the money set aside and are dreading a future big assessment.

Thanks 5:

It’s time to face reality with proactive financial planning:

• Use a reserve study to gauge your funding needs.
• Aim for reserves at 65-70% of the recommended level to avoid surprises.
• Communicate financial goals transparently to build trust.

A healthy reserve fund is the gift that keeps on giving—long after the holidays.

Angst 6: Dealing with “Squeaky Wheels”

You are letting a few "squeaky wheels" or bullies on the Board run the show with their complaints, threats, or promises that they "know a guy" that does good work….

Thanks 6:

Balance differing opinions by following strategies:

• Set meeting ground rules.
• Actively listen but separate people from problems.
• Build relationships outside of meetings to defuse tension.
• Seek outside training to handle difficult personalities.

The 98% who value fairness will thank you for standing firm.

Angst 7: Lack of Communication

You’re the visionary (we know this because you’re here, reading this article), but without effective communication, your neighbors are left in the dark. A lack of updates fosters frustration and disengagement.

Thanks 7:

Engage your community with this Digital Communication Checklist:

• Create a Facebook group or email newsletter.
• Capture your neighbors’ email.
• Host town halls or seasonal gatherings to share updates.
• Use cloud drives for document sharing.
• Partner with a manager who helps facilitate open, clear communication.

Angst 8: Fear of Hiring Experts

Hiring consultants or attorneys feels like overkill—or an unnecessary expense. Why not just wing it?

Thanks 8:

Professionals save time, money, and stress in the long run. Consultants and attorneys bring expertise that avoids costly mistakes, improves quality, and resolves conflicts before they spiral. Remember:

• They exist to simplify your job, not complicate it.
• Early investment prevents big issues later.
• Explaining the value of expert advice to residents can also shift perspectives and align everyone toward smarter decision-making.

Angst 9: Struggling with Management

You have abdicated responsibility to running your Association to a busy manager and it’s clear they are not doing what they need to do, but it’s “hard to change.”

Thanks 9:

Take back control. If you are on a hunt for a new manager, here is our Community Manager Interview Guide. Remember, this progress doesn’t have to be perfect. Every small improvement gets you closer to a thriving HOA.

Angst 10: Facing a Major Project

From legal compliance to project management, you feel like you need to wear 10 hats to see big repairs through successfully.

Thanks 10:

You don’t have to do it all alone. There are professionals that can help! Reach out to your Building Doctors today and we will walk you through all the ups and downs about your buildings.

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HOA board work during the holidays is no small feat, but turning angst into thanks is entirely possible. Your Building Doctors are here to help. Schedule a free call with your building doctor today so that your board can lead the community through the holiday season with hope and happiness!