A recent phone call reminded me why communication is one of the most overlooked aspects of HOA property management.

Last week, I received a phone call from the president of an HOA community where I personally provide grounds maintenance through my company, Fox Outdoor Solutions.

He had some questions about the property's irrigation system.

But there's a little background to this story.

When I initially walked the property to prepare my maintenance proposal, irrigation was one of the services we discussed.

At that time, the HOA president explained that he didn't need me to include irrigation maintenance because he believed the property's maintenance man was already handling it.

Fair enough. I prepared my proposal accordingly, and irrigation was excluded from my responsibilities.

Fast-forward to a routine maintenance visit.

While working on the property, I encountered another company that was actually responsible for maintaining the irrigation system.

We introduced ourselves, discussed our respective responsibilities, and exchanged contact information so we could communicate directly if irrigation-related issues arose.

To me, that was simply good business practice. Irrigation and landscaping go hand in hand, and communication between contractors can help prevent unnecessary problems.

Now, here's where things get interesting.

During last week's phone conversation, I realized the HOA president wasn't aware that this separate irrigation contractor was even servicing the property.

Apparently, this company had been maintaining the irrigation system for years, long before Fox Outdoor Solutions was hired.

Think about that.

The HOA president believed one person was responsible for maintaining the irrigation system, while an entirely different company had apparently been doing the work for years.

This isn't necessarily a maintenance problem. It's a communication problem.

And unfortunately, it's a situation that can happen more easily than many people realize.

HOA boards change. Property managers change. Maintenance personnel come and go. Contracts get renewed, responsibilities shift, and sometimes important information simply doesn't make it to the people who need it.

But these communication gaps can create real problems.

• Accountability: Who is actually responsible when something breaks or isn't maintained properly?

• Financial oversight: Are communities paying for services they don't fully understand or monitor?

• Delayed repairs: How much time is wasted determining who should address an issue?

• Overlapping responsibilities: Are multiple contractors being paid for similar services?

• Board oversight: How can board members effectively manage their community without knowing who is responsible for what?

Here's how I approach things differently.

As the owner-operator of Fox Outdoor Solutions, I believe communication is just as important as the actual grounds maintenance.

I maintain regular contact with HOA board representatives, particularly the president, and the property manager.

That communication isn't limited to an occasional phone call.

I regularly use text messages, photographs, and even videos when necessary to document conditions, explain concerns, and keep everyone informed.

If I notice something that deserves attention, I don't believe in simply ignoring it because it's technically outside my scope of work.

That doesn't mean I take responsibility for another contractor's services.

It means I communicate what I observe so the appropriate people can make informed decisions.

And when necessary, I communicate directly with other contractors working on the same property.

Why?

Because ultimately, we're all working toward the same goal: a properly maintained community.

I also see this from the other side.

In addition to operating Fox Outdoor Solutions, I'm a current HOA president myself.

I understand the challenges board members face, the importance of property managers, and how easily communication can break down when several contractors are involved.

That experience has shaped how I operate my business.

I don't just want my clients to know that their grass was cut and their shrubs were trimmed. I want them to know what's happening on their property.

There's a big difference.

And that's one of the advantages of working directly with an owner-operator rather than dealing with rotating crews and multiple layers of management.

The person performing the work is also the person communicating with you.

A question for HOA board members and property managers:

Could you identify every contractor currently servicing your community, what each contractor is responsible for, and when their agreements expire?

If the answer is no, it might be time to review those contracts and responsibilities.

Because sometimes the biggest problems facing an HOA aren't caused by a lack of maintenance.

They're caused by a lack of communication.

And good communication shouldn't be an optional service.

It should be part of the standard.

Fox Outdoor Solutions
Owner-Operated Grounds Management for Communities That Expect More.

Serving HOAs, condominium associations, and small to medium-sized commercial properties throughout Melbourne, Satellite Beach, Indian Harbour Beach, Indialantic, Melbourne Beach, Viera, Suntree, and surrounding Brevard County communities.

📞 321-750-2258
🌐 FoxOutdoorSolutions.com

Owner-Operated. Personally Accountable.