Tag seven habits of highly effective management committees

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 #3: Highly effective management committees always take responsibility

Take responsibility and save your boat from sinking!

Take responsibility and save your boat from sinking!

In this blog post, we are going to emphasize on the third habit of highly effective management committees to always take responsibility. Responsibility and accountability are the key to the making of any effective committee. We talked about Habit 2: How effective management committees always communicate in our earlier blog post. Read more….

Pointers to keep in mind for committee to behave responsibly and take responsibility:  

Do not resign at the drop of a hat – Probably, the easiest thing to do as a management committee is to resign. This is quite a prevalent trend in most societies. Members who do good work get upset due to nasty comments from residents or other committee members and as a result, resign. This is not a practice followed in effective committees. One needs to understand that as a committee member you are holding a responsible position and you need to behave responsibly. You cannot resign at the drop of a hat and have to develop a little tolerance to comments/nasty remarks and continue your good work. Do not ignore the comments, but understand the situation and then contribute positively towards it. Do not resign and leave in-between with the community that depends on you hanging in-air.

Take responsibility with an initiative to complete decisions taken – Taking decisions in committee meetings is very easy. But, ensuring the decision reaches the completion stage is the toughest part. One needs to follow up constantly and then ensure that the decision taken is finally completed. Most of the committee members are not from facility management background and what one lags is adequate knowledge to take decisions to the completion stage. Taking initiative and putting extra effort is the key. Research the issue and try to understand and gain in-depth knowledge about what is essentially required, call vendors and consultants for collecting information. Mobilize the people within the community for support and if it is a good initiative, ensure that it reaches the completion stage.

Focus on implementation of decisions – Most of the initiatives taken in apartments never reaches the implementation stage. One spends time in researching, collecting information, gaining in-depth knowledge but due to multiple discussions and arguments among committee members, the initiative never really reaches the implementation stage. For instance, someone in the committee suggests installing CCTV in the apartment for better safety and security of the residents. You take up the initiative, spend time in researching, calling vendors, taking price quotes but somehow realize that the committee members are not that enthusiastic about it. So, you go with the flow and drop the ball somewhere in-between and   it never gets implemented. Don’t let that happen, don’t drop the ball in-between. Ensure implementation of the decisions by convincing all the committee members about the importance of the initiative for the welfare of the residents.  

Be accountable post implementation of decisions – Accountability is something that comes with responsibility. If you hold a responsible position in the committee and are assigned the responsibility of an assigned task, you are bound to be accountable for the same. A lot of committee members take the implementation of decisions very seriously but do not want to be held accountable for the same. For instance, in some apartments, where CCTVs were installed none of the committee members assigned with the designated task were aware about the workings of the CCTV. Most of the committee members did not want to be held accountable and claimed about how their job was only limited to selecting the vendor and it was mainly the vendor’s job to come and install it. So, basically no one from the committee had a clue about how the system worked after installation. The assigned committee members were unable to answer questions mentioned below –

a)How will the CCTV footage be used?

b)What is the working process for CCTV footage?

c)How many times should one check CCTV footage?

d)Who and how will others access the CCTV footage?

As a result, a good as well as expensive initiative went waste in the above mentioned apartments. Accountability is very important for successful implementation of the decisions.

The formula for successfully implementing your committee decisions is given below:

Responsibility + Initiative (Research + Finalizing Vendors) + Implementation + Accountability

The above mentioned formula is followed by most of effective management committees. 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 #2: Highly Effective Management Committees Always Communicate

Effective CommunicationIn this blog post, we are going to emphasize on the second habit of highly effective management committees to always communicate. Communication can break all barriers and this is what effective management committees realize vs. the ineffective ones. We talked about Habit 1: How effective management committees’ work as team in our blog post last week. Read more……

Pointers to keep in mind for the committees for following an effective communication plan:

Do not be secretive about your committee operations: Keeping the residents updated through periodic updates, via newsletters, mails and notices etc. is always a good idea. Larger the community is, more is the need for a solid communication system. Some committees create a committee role especially for drafting notices and keeping the residents of their community updated. Sharing information and communication with residents about your operations for the welfare of the apartment creates a positive image of the committee in the mind of the residents.

Create a formal grievance redressal system: In most apartments, complaints are resolved only when residents start making a huge hue and cry about a particular problem. Don’t let the residents come to you with a grim face about how their complaints have not been resolved. Instead, set a formal process to log and resolve complaints. Use help of technology to address complaints. Essentially, what apartment management committees require is a system with an automatic escalation mechanism. This system sends out an alert to the responsible committee member whenever there is a breach of stipulated time to address the complaint by the service staff or the estate manager.  The automatic escalation mechanism makes the committee members aware whether the complaint has been taken care of or not and reduces one’s dependence solely on the estate manager for the checking the complaint status and increases the satisfaction level of the residents.

Maintain constant communication with residents at the time of crisis: At the time of crisis, in instances such as BESCOM switching off the power, breakdown of the lift, and shortage of water supply keep the residents informed about the problem and constantly communicate with them via SMS/emails etc. There are three advantages that you may derive from this –

a) The residents will stop calling you and you will be able to focus on how to resolve the crisis.

b)The residents will be assured that someone is working on their problem. Residents are not looking for immediate solutions. However, they do need to be ensured time to time that someone is looking at their problem.

c) You may get unexpected help from residents to solve your crisis, for an instance, a resident may have some influential contacts or may know a vendor who can help you solve the crisis.

Share fact-based updates with residents: Larger the complex, the more comments/questions you will be receiving from the residents. Do not try to answer each and every comment/query. This is a very time consuming task and often leads to futile discussions. Collate all comments, queries data and send only fact-based updates to residents collectively. This will ease you from the pain of answering each and every question of the residents and keep the residents satisfied that their answers have been answered with stated facts.

Always remember communication is the key to any and every problem.

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.


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.


Seven Habits of Highly Effective Management Committees

ApnaComplex conducted a better apartment management conference on November 15, 2014. Better Apartment Management conference covered different aspects of managing apartments more efficiently and offered several useful tips for Managing Committees.

Managing Apartment Complexes is a tough job – Managing them efficiently is even tougher! The problems start cropping up when everyone wants to run an apartment in his/her way. Significant part of the problem lies in the fact that the people who manage the apartment complexes are volunteers with no formal background in dealing issues surrounding the apartment management.

To bridge this knowledge gap, Raj Sekhar Kommu, Co-founder of ApnaComplex conducted a session on – “7 Habits of Highly Effective Managing Committees”. Rajs has been a part of managing committees in several capacities for 5 years and understands the pain points of both managing committees and residents. His session aimed to throw light on the fact that what traits or habits make a few managing committees more effective and successful than others in managing their apartments.

Highly effective management committees bring about a significant positive change in any apartment community. Let’s explore what are the seven habits that make some managing committees better than others:

#Habit 1: Works as a team

#Habit 2: Always Communicates

#Habit 3: Takes Responsibility

#Habit 4: Highly disciplined

#Habit 5: Smart Financial Control

#Habit 6: Inclusive Culture

#Habit 7: Cooperates

We will be publishing a series of posts on each habit to help you understand how the above mentioned habits are a pre-requisite for any effective management committee. Log onto www.apnacomplex.com regularly for knowing more about managing your apartment in a much more efficient manner.