Choosing a Community Manager
Choosing a new community manager is a little like picking a regular spot for dinner with friends. Plenty of places look good online, everyone promises great service, and the menu sounds impressive—but what really matters is what happens after you sit down. Do they follow through? Do they notice when something’s off? Do you leave feeling taken care of, or quietly annoyed?
When management isn’t the right fit, boards spend their time chasing answers and smoothing over frustrations. When it is, things just work - without anyone needing to think about it.
At Garfield, we believe great community management should feel the same way: attentive without hovering, organized without being rigid, and reliable enough that you actually enjoy the experience.
If your community is considering a management change, here’s a practical, board-level guide to choosing a community manager who can truly support your community—today and for the long term.
1. Start With the Right Question: What Do We Need Them to Handle?
Before interviewing management companies, boards should first align on the scope of support they’re looking for. Are you simply looking for bookkeeping and basic compliance for a small, under-10-unit condo? Or do you need a full-service management partner to oversee vendors, coordinate pool and elevator inspections, manage maintenance, and keep the community running day to day?
A strong community manager isn’t just a vendor who answers emails—they’re the operational backbone of your community, scaling their services to match your size, complexity, and expectations.
Look for a management partner that can confidently handle:
Financial management (budgeting, collections, reporting)
Vendor coordination and maintenance oversight
Board support and meeting management
Resident communication and compliance
Technology platforms that simplify - not complicate - everyone’s lives
If a company only excels in one area and outsources the rest, that’s not full-service. That’s patchwork.
We believe boards deserve one accountable partner, not five different phone numbers.
2. Evaluate Their Technology (and Whether It Actually Helps)
Many management companies claim to be “tech-enabled.” The difference is whether their technology benefits the board and residents, or just their internal staff.
Ask:
Do they offer real-time financial dashboards?
Can residents easily submit requests, pay dues, and access documents online?
Is communication centralized and transparent?
Do they use automation and AI to reduce delays and errors?
Modern communities expect modern tools. Technology should mean fewer emails, faster response times, and clearer visibility—not another login no one uses.
At Garfield, we use technology to remove friction, not add it.
3. Understand Their Pricing (and What’s Actually Included)
Price matters—but clarity matters more.
When reviewing proposals, look beyond the monthly fee and ask:
What services are included vs. extra?
Are there hidden administrative or per-request charges?
How do they control costs over time?
Do they proactively help boards plan financially?
The “cheapest” option often becomes the most expensive once add-ons, inefficiencies, and turnover are factored in. Well-priced management means fair, transparent fees aligned with real value and strong service.
A good manager protects your budget, not just invoices against it.
4. Ask About Responsiveness - and How They Prove It
Every company says they’re attentive. Few can explain how.
Boards should ask:
What are response-time expectations?
How many communities does each manager oversee?
Who steps in if your manager is unavailable?
How are issues tracked and escalated?
Attentiveness isn’t just friendliness—it’s systems, staffing, and accountability. A well-supported manager is far more effective than a stretched one.
We design our teams so no community feels like an afterthought.
5. Look for a Partner, Not Just a Manager
The best community managers don’t wait for problems—they anticipate them. They help boards stay compliant with changing laws, prepare for seasonal challenges, and make informed decisions without feeling overwhelmed.
Ask yourself:
Do they educate the board, or just execute tasks?
Do they bring ideas and best practices to the table?
Do they feel invested in your community’s long-term success?
A true management partner makes the board’s job easier, not harder.
Final Thought: Choose Confidence Over Convenience
Switching community managers is a big decision - but the right choice brings clarity, stability, and peace of mind. When your management company is tech-forward, full-service, appropriately priced, and genuinely attentive, the entire community feels the difference.
At Garfield, that’s exactly the standard we hold ourselves to - every community, every day.
If your board is evaluating what “better management” could look like, we’re always happy to be part of that conversation.