Habit #7: Effective management committees always cooperate

CooperateIn this blog post, we are going to emphasize on the seventh and last habit of highly effective management committees to always cooperate with each other. Effective management committees understands change is natural and no one can hold a position forever and hence, move on and give a smooth handover to the next person taking over. In our earlier blog post, we talked about Habit 6: How effective management committees create an inclusive culture. Read more…

Pointers for committee members to always cooperate with each other:

Do not cling on to the committee post – Management committee members when get elected need to understand and prepare themselves that no one can hold a particular position in the committee forever. Elections will be held every year and one has to step down for the new members. Don’t cling to your committee posts. Honestly, it never helps!

Understand change is natural – Change is a natural process. As Socrates said – “The secret of change is to focus all of your energy, not on fighting the old, but on building the new.” While stepping down from the committee or moving to a new role, always cooperate with other committee members. Do not try to take revenge from a resident or a committee member who opposed you in your earlier term. Understand all the discussions happen for well-being of the apartment residents.

Give a smooth handover – A smooth and systematic handover or transition is very important for the apartment operations to go on smoothly. Old committee members should ensure that new committee members are given a proper handover so that they can operate smoothly after the transition. It is your duty and responsibility to give a smooth handover to the new committee members.

Extensively support as an ordinary resident – After you step down from the committee, do not part your ways from the new committee members. You can still extend support, give suggestion/advice to the new committee members. Become a part of the sub-committee or the task force and help out the new members. Do not sabotage against them with other residents. It will really bring their morale down!

Try to help out and cooperate with the new committee members as much as you can and create a healthy environment for both the committee and the residents in an apartment. 

Do the management committee members in your apartment complex always cooperate with each other? Do let us know by commenting on our blog. You can find blogs on all the seven habits of highly effective management committees on www.apnacomplex.com


Habit #6: Effective management committees create an inclusive culture

Inclusive CultureIn this blog post, we are going to emphasize on the sixth habit of effective management committees to create an inclusive culture. Effective management committees believe and create an inclusive culture so that the residents also pitch in for the welfare of the apartment. In our earlier blog post, we talked about Habit 5: How effective management committees implement smart financial control. Read more…

Pointers for the committee members to create an inclusive culture:

Co-opt Members: The present committee members have the option to co-opt or choose additional members for the board. More members in the committee would imply more hands to work for the welfare of the residents. Residents once given a designation and authority as a member of the committee would be more willing to contribute their time and energy for the betterment of the apartment.

Create Sub-Committees: The management committee takes all decisions and executes the same for all functions. However, the work done may become faster if the management committee creates a sub-committee with a small group of people who will be assigned to focus on a particular function such as finance or vendor management. The sub-committee can make recommendations to the management committee and the final decision can be taken by them.

Create Task Forces: Communicating to the residents that the management committee needs help in a certain task is very important. Don’t feel ashamed to ask help from residents. Someone or the other will always be ready to volunteer. Create a task force with residents willing to help and execute your plan. For instance, if the management committee wants to implement waste segregation methods from the next month in the apartment, create a task force who would educate people about the do’s and don’ts and ensure it gets implemented.

Events: An effective management committee always ensures that it conducts events wherein residents and committee members mingle and exchange thoughts. It’s a great platform wherein the committee members can meet residents and let them informally know what all the committee is planning for the welfare of the apartment. Conducting events is a great way to stay connected to the residents.

Create opportunities for residents to bond:   An effective committee will always create a culture that helps residents bond with each other. The committee can create sub-committees, task forces, and conduct events for residents to bond. Using social media is always a great way to connect with residents and the residents to bond with each other. Posting cultural events photos, creating forums for discussions, posting interesting blogs all helps the residents to bond with each other.

A committee cannot be effective until and unless the residents support them. Don’t work in silos! Create an inclusive culture and collaborate with the residents to reach your goals.

Do you think the management committee in your apartment complex creates an inclusive culture by asking help from residents? Do let us know by commenting on our blog. Log onto www.apnacomplex.com regularly for the post on next habit of effective management committees.


Habit #5: Effective management committees implement smart financial control

In this blog post, we are going to emphasize on the fifth habit of effective management committees of implementing smart financial control. Smart financial management is the key to success for any management committee. In our earlier blog post, we talked about Habit 4: How effective management committees are highly disciplined. Read more…

Pointers for the committee members to practice smart financial control:

Treasurers need to do more than just signing cheques – In most of the apartments, the role of a treasurer is restricted to signing cheques and issuing receipts. This is not the right practice. The role of a treasurer is a very important one and both the committee and treasurer has to understand that. As a treasurer, ensure you have a budget in place at the start of the financial year. There may be undue pressure on you from other committee members or residents to spend on various new initiatives but do stick to your budget. Always remember it’s easy to spend but more difficult to stick to the pre-decided budget and as a treasurer if you are able to do that, you are certainly doing a good job.

Do not approve ad-hoc expenses – Committee members or residents always come up with new initiatives and every new initiative has an additional cost attached to it. As committee members spend more time with each other, you develop a certain level of friendship and comfort with your co-committee members. The problem arises when you are not able to say “NO” to a co-committee member for an expense, which is out of your budget. As a treasurer, learn to say no to the ad-hoc expenses, which makes a hole in your budget. At times the treasurers need to be ruthless to spend their finances judiciously. For instance, in one of the apartments, one of the committee members suggested a sliding gate, which would have looked great and would have been easier to access, but the treasurer did not approve the budget for the same. Was it a good decision? Yes, because one needs to understand the difference between “feel good things” vs. “necessities”.

Set a strict approval process for payments – As a treasurer, it is both your duty and right to question each and every expense. Keep a strict check on the new expenses being incurred. Set your budget and set a process for slab approvals for fool proofing the system. Create a rule or mechanism for payments approvals, provide the same to the entire committee and ensure it is followed by the whole committee. Do not go easy on the slab approvals and try going around it. Ensure you yourself follow it for making the entire committee follow the same.

Publish monthly reports on budget variance – Show the same enthusiasm to calculate dues as well as expenses. Most of committee treasurers show a lot of enthusiasm while calculating and collecting the dues or maintenance charges from residents. However, when it comes to calculating the expenses or the budget overflow, one loses enthusiasm and the budget variance calculation is always delayed. Ensure budget variance report is published in a timely manner on a monthly basis. Also, publish the report on how much was the overflow every month. This will help you analyse where exactly did you go wrong and will help you and the committee balance it out the next month itself. Otherwise, at the year end audit, one can only realize the mistake of overspending but will have no time to correct it.

Committees and especially treasurers need to understand that the resident welfare cannot be achieved by overspending on “feel good” things instead spend the resident money carefully and judiciously on the necessities and try to achieve small objectives, which are in-sync with your pre-decided budget. This will lead to a higher level of resident satisfaction.

Do you think the management committee in your apartment complex practices smart financial control? Do let us know by commenting on our blog. Log onto www.apnacomplex.com regularly for the post on next habit of effective management committees.


Habit #4: Effective management committees are highly disciplined

Committee MeetingIn this blog post, we are going to emphasize on the fourth habit of effective management committees of conducting committee meetings in a disciplined manner. Conducting and attending meetings in a disciplined manner is something an effective management committee cannot avoid. In our earlier blog post, we talked about Habit 3: How effective management committees always take responsibility. Read more…

Pointers for the committee members to conduct meetings in a disciplined manner:

Conduct regular committee meetings – How can the performance of a management committee be judged in a single metric? The only metric through which one judges the performance of a committee is the number of meetings conducted by the committee and the minutes of the meeting published for the residents. Typically, most committees have approximately 52 meetings in a year. Most management committees of a decent size apartment complex meet at least once a week and if they are not following this practice it’s about time to follow it!

Circulate formal meeting minutes to residents – Formal meeting minutes should be circulated to residents in a disciplined manner after every committee meeting for maintaining a high level of transparency with residents. Without circulating the meeting minutes, there will be no pressure built on the committee to perform or act on the agendas in the pre-decided timelines agreed in the meeting. Assign the responsibility of publishing meeting minutes to a particular committee member and ensure it get published for the residents.

Never skip a committee meeting – Attending meetings on a regular basis is a must for all committee members. Ensure that you attend all meetings. In case, your physical presence is not possible in the meeting due to some reason; utilize technology, conduct teleconference or a video conference and stay updated. With one or other person always absent during the meeting, the committee is never able to take a concrete decision.

Ensure meeting action items are closed – Ensure that meeting action items always get closed. Committees discuss several apartment related issues in a meeting, however, make sure someone jots down the action items after every meeting. Once the action items are finalized, empower the rest of the team to ensure that each and every action item mentioned on the list is closed.

If the management committee members ensure that each and very committee meeting is conducted regularly and the action items decided in the meetings are closed in the pre-decided time mentioned in the meeting minutes shared with the residents, it will be more than enough to satisfy the residents about the performance of the management committee.

Does the management committee in your apartment complex conduct regular committee meetings? Do let us know if it worked for you by commenting on our blog. Log onto www.apnacomplex.com regularly for the post on next habit of effective management committees.


Habit #1: Highly Effective Management Committees Always Work as a Team

Team Of 8 Blue People Holding Up Connected Pieces To A Colorful Puzzle That Spells Out "Team," Symbolizing Excellent Teamwork, Success And Link Exchanging Clipart Illustration GraphicIn this blog post, we are going to talk about the first habit of highly effective management committees to always work as a team. It is very important for each and every member of the management committee to understand that they need to work as a team for the welfare of the apartment residents.

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Habit #1: Always works as a Team

Pointers that the committee members need to keep in mind to work as team:

Entire committee should be aligned in one direction: All committee members should work towards one particular goal rather than each and every individual trying to attain his personal goal. When every committee member tries to attain his/her personal goal, confrontations arise. These situations that create rift among committee members should be avoided and all of them should work as a team and move towards one direction.

Don’t get involved in politics with residents: All committee members should ensure that they don’t get involved in any sort of politics with residents. Trying to convince residents for putting pressure on other committee members to get your bill passed is a strict no-no. Do not engage in negative discussions with residents about other committee members. This causes a negative impact on the team spirit altogether.

Don’t shift responsibility on others: Members of an effective management committee do not shift responsibility on others. They take responsibility and are accountable for whatever work has been assigned to them. Shifting responsibility or blaming each other never really helps out as the tasks are never completed on time and sooner or later residents start pointing out the loop holes in the entire operation system of the committee, which definitely is something a committee would not appreciate.

Collectively take a decision before implementing one: All decisions are taken collectively by an effective management committee before it is implemented. The decisions taken by management committees in silos are never successfully implemented. Each and every committee member should support the decision before it is implemented. The most common discussion topic among committee members is about fixing the apartment maintenance charge on the basis of per square feet or flat rate. One’s personal preference can be the flat rate but if the majority of the committee members go with per square feet rate, one should go with the flow. One needs to put his personal preference behind and support the committee to successfully implement their decision.

Keep all committee members informed: Effective management committee members always keep each other informed. This helps in reducing confusions and confrontations. Keeping each other informed about meetings, decisions etc. creates a good team spirit and improves the overall motivation level of the committee members.

Don’t sabotage against other committee members: Do not sabotage against any one committee members or the decision taken by the committee on the whole. Effective committees always remember that they are a part of a team and sabotaging other decisions or against any other committee member will never do any good but only make the committee fall apart and ineffective.

On the whole, one should always work as a team towards one goal to become an effective managing committee.

Do let us know your views on this. Log onto www.apnacomplex.com regularly for the post on the next habit of effective management committees.