Board communication strategy: A guide for your association

What is board communication?

Board communication is how your association shares important information with residents and renters. This includes updates on meetings, policies, maintenance, and community standards.
 

Board communication strategy

A board communication strategy is a plan for how and when your association communicates. It defines what to share, which channels to use, and who is responsible.
 

Tips for a better board communication strategy 

1. Start with a good plan. “Measure twice; cut once.” Take the time to create an overall communication plan and then carefully plan each communication from the board, reviewing all the elements of it to confirm that it says what you want it to say will avoid problems down the road, including accidentally sending misinformation.
    
2. Know what channels your residents want to use. People like to get information in different ways. While some may still want a printed notice in the mail or on their door, others prefer to get all info by email or even text. When residents move in, get all their contact information and make note of how they prefer to be contacted. Whenever possible, use that method.
    
3. Keep contact information updated. This is especially important in emergencies, when you need to reach everyone in a hurry, but it should be a regular process too. When residents contact the office for any reason, take a minute to confirm that their contact info is current.
    
4. Pay attention to tone. It’s important to keep communications positive and rooted in the values of the community. Tone matters more than we realize. Any communication you send ultimately deals with people’s homes, so empathy and a personal touch are important. Even difficult communications can be easier for residents to handle if the message is tied to a value of the community or a community survey: “To keep our property values high…,” or “90% of residents said they want to…,” for example.
    
5. Let technology work for you. Do you have access to a mass communication system that lets you communicate to everyone at once? Social media, mass communication tools, and your community website are invaluable tools for fast, clear communication. FirstService Residential Connect^TM gives boards, residents, and management teams one place to send alerts, post updates, access documents, and stay connected from a computer, smartphone, or tablet.
    
6. Include your renters. Renters should be part of your communication plan, too. When tenants receive important updates, they are more likely to follow community rules, stay informed about safety procedures, and feel connected to the place they call home. That matters for everyday issues like trash, noise, and exterior guidelines, and it matters even more during weather events or other urgent situations. Keeping renters informed helps protect people, property, and the overall resident experience.
    
7. Make communication a two-way street. Give residents a chance to ask questions and speak up about what matters to them. That can happen through board meetings, surveys, or informal gatherings. At the same time, set expectations clearly. Let residents know the board can only take action at board meetings and only on agenda items. When someone approaches a board member one-on-one with a request, direct them to the community manager so the process stays consistent.
    
8. See that your management team is on the same page. You know what you want your community to be. Does your management company or team know that? Understanding your board’s vision for your community is key to your management team communicating to your residents on your behalf. Your vision will drive the priority of communication, for example. If your vision includes the community being always lushly, perfectly landscaped, then landscaping communications may take priority over others. Aligning communication priorities with your board’s vision is one of the benefits of working with a property manager.
    
9. Be consistent with your communication. Residents should know when and where to expect updates. Whether it’s a monthly newsletter, weekly emails, or regular website posts, a predictable rhythm builds trust and keeps important information from being overlooked.
    
10. Keep messages clear and focused. Avoid overloading residents with too much information at once. Stick to the key points, use simple language, and highlight what action (if any) is needed. Clear communication is more likely to be read and understood.

Communication is an important part of making your community the best it can be. And it doesn’t have to be as complex or difficult as you might think. Building a good communication plan, keeping your communications clear and on message and always being transparent with your residents are the first steps.
 

Common board communication challenges

Even with a plan in place, communication can fall short. Messages may be missed, misunderstood, or ignored if they are too long, unclear, or sent through the wrong channel. Boards may also struggle to balance transparency with information overload. Recognizing these challenges is the first step to improving communication.
 

Rhode Island communication laws for community associations

For formal owner or member meetings, Rhode Island HOA law generally requires advance notice between 10 and 60 days before the meeting. That 10–60 day window applies to condominium associations under the Rhode Island Condominium Act, and it also applies to many HOAs that are organized as nonprofit corporations under Rhode Island’s nonprofit statute (R.I. Gen. Laws § 34-36.1-3.08; R.I. Gen. Laws § 7-6-19).
 

About FirstService Residential

As North America’s leading property management company, FirstService Residential serves Rhode Island communities with local expertise backed by national resources. With over 35 years of experience across the state, our teams support boards and owners with recordkeeping, financial management, resident communications, banking and insurance programs, and 24/7 customer care teams. This way, our clients can focus on long-term goals instead of day-to-day administration.

To learn more, contact our Rhode Island team today.

This information is provided for general informational purposes only and is not intended to constitute, and should not be relied upon as, legal, regulatory, financial, or operational advice, or as a representation or guarantee of any specific services, capabilities, or outcomes. Property management needs, regulatory requirements, market conditions, and available services vary by jurisdiction, property type, and community. FirstService Residential provides services through locally based affiliates and associates, and services and results may vary by community, region, contractual terms, and applicable law.