From your draft chart, create a final matrix. Design it to be easy to read. For example, you might want to use a table template, separate columns with lines and add bright colors. Have your attorney and community manager look over the matrix one last time. Be sure to incorporate any suggestions they make. Also put a version number and a date on the final copy. You are likely to need to make changes or additions over time, and version numbers and dates can make it easier to keep track.
Everyone who owns or rents a unit should have a copy of the Responsibility Matrix. Use a variety of channels to announce its availability and distribute it: email, community newsletter, community website and board meetings. Have them available in areas of your building that residents frequent, such as the front desk, fitness center and community room.
If you are working with a good community management company, your condo corporation should have access to community management software that can streamline the digital distribution of the matrix. You can also ask your community manager to help distribute the hard copies around your property.
Clearly defining everyone’s responsibilities within your condominium corporation may seem a bit tedious at first. However, you’ll be saving your board a lot of time – and headaches – in the long run. Residents will appreciate knowing their responsibilities, too, and many of the disagreements over property maintenance and repairs will become a thing of the past.