When Is It Time to Rethink Your HOA Management Relationship?
No one joins an HOA board dreaming about firing their management company. Most boards start out hopeful, optimistic, and maybe even a little relieved to hand the keys over to “the professionals.” But somewhere between unanswered emails, recurring maintenance issues, and financial reports that raise more questions than answers, a thought starts creeping in:
Is this normal…or is something actually wrong?
Asking that question doesn’t make you difficult. It makes you responsible. Strong boards know the difference between the occasional hiccup and systemic problems that signal it may be time for a change.
Below are some of the most common red flags boards experience when a management company may no longer be the right fit.
1. Communication Is Always Reactive (or Completely Silent)
If your management company only responds after problems escalate - or worse, doesn’t respond at all - that’s not “busy,” it’s broken.
Reliable managers communicate proactively:
Anticipating board questions before meetings
Providing updates without being chased
Offering solutions, not excuses
When board members feel like they’re managing the manager, it’s a sign the partnership has slipped out of balance.
2. The Same Problems Keep Coming Back
Every community has challenges. The problem isn’t having issues - it’s watching the same ones repeat quarter after quarter.
Recurring maintenance delays, vendor confusion, or unresolved homeowner complaints often point to:
Weak systems
Poor follow-through
Lack of long-term planning
A good management company fixes root causes, not just symptoms.
3. Financial Reports Are Confusing, Late, or Incomplete
You don’t need to be a CPA to serve on a board - but you do need clear, accurate financial information.
Warning signs include:
Reports delivered late (or right before meetings)
Numbers that don’t match prior months
“We’ll get back to you” becoming a regular answer
Transparency isn’t optional. If the finances feel murky, that’s a serious governance risk.
4. Your Manager Feels Overextended
If your manager is constantly apologizing for delays, juggling too many properties, or passing responsibilities to unfamiliar faces, it may not be a personal failing - it may be a structural one.
High manager-to-community ratios often lead to:
Missed details
Slower response times
Burnout that affects service quality
Boards deserve a management team that’s properly resourced and supported.
5. There’s No Strategic Guidance - Only Task Completion
Management isn’t just about paying bills and scheduling vendors. Boards should be receiving insight, not just execution.
If your company isn’t:
Flagging upcoming risks
Advising on best practices
Helping plan for the future
…then they’re acting as an administrator, not a true management partner.
6. You’re Afraid of Making a Change
This one surprises many boards. Staying with an underperforming manager because “switching sounds hard” or “this is probably as good as it gets” is more common than it should be.
Change does require effort - but so does continuing to manage around ongoing frustration.
A quality transition, handled properly, should reduce stress, not increase it.
A Better Question Than “Should We Fire Our Manager?”
The real question isn’t whether your current management company is “bad.” It’s whether they’re delivering the level of service, clarity, and leadership your community deserves.
At Garfield, we believe HOA management should feel proactive, transparent, and refreshingly organized. We combine modern technology, real-time reporting, and human-centered service so boards can focus on governing - not chasing answers. No guesswork. No recurring fire drills. Just a management partner that stays ahead of the curve.