By Rafael Aquino

Published March 18, 2020  


These past few days/weeks, many of us have experienced a significant impact on our work lives as well as our personal lives. What’s transpired with COVID-19 (Coronavirus) could have never been predicted. However, during these kinds of times/situations is when we most stay calm and work as a unit to get through it. Below I’ve listed some of the steps we are taking to protect our clients and our team.


Common Areas – The board should also consider closing fitness centers, clubhouses, and encourage residents to take the next elevator if someone is inside. If you haven’t done so yet, now is the time to redirect your janitorial and maintenance crews to focus on cleaning all high touch point areas (railings, elevator buttons, door handles, mailroom, front desk, etc.) Maintenance should also consider changing your AC filters more frequently and making sure they are using HEPA filters as well.


Doors – Interior doors that don’t pose a security threat to the building should be left open with some door stopper, so it doesn’t have to be touched each time someone comes in or out.


Meetings – All meetings should be canceled with proper notice unless they are held online or via a conference call. As of the date of this posting, we’ve been instructed to keep any gatherings or meetings below eight individuals.


Management Office - Your front lines will be your team, so it's just as vital that you take care of them. Office visitation should be reduced or potentially eliminated. Communication between residents and management is recommend to be conducted via email or telephone call.


Residents – Most residents should be asked to practice social distancing; however, it’s vital that we keep our neighbors in mind. This is an excellent opportunity to ask if they need anything or how you can lend a hand.


Technology – Does your building have the capability to allow the manager / administrative team to work from home? Are they able to take resident's calls as well? Are tenants or new owners able to apply to the association online? Can mass communications and updates be provided should the office need to close and staff work from home? 


Professional Proactive Approach – There is a hand full of organizations that specialize in Bio-hazard, Trauma, and infectious disease cleaning. As such, if your building has a high occupancy of older residents or residents that want to avoid the threat, you could consider having the building professionally cleaned throughout this time.   


City/Statewide shutdown – I wouldn’t be surprised by the time this blog is posted we aren’t in a city or statewide lockdown. Most managers, assistant managers, admins, and front desk personnel should be able to work from home; however, how will your association address the rest of your team member's pay? Will, your association, pay janitorial, or maintenance should they not be able to go to work? In my opinion, there is no better time to show your team members how much you care for them by letting them know that your association will be there for them during this difficult time. Many organizations have done just that by increasing their employee's sick/vacation time.


What will your association do?  


This virus will reshape many things for our society and our associations alike. The impact will last for months however, if we handle it with caution, patience, optimism, and with the understanding that we could have never calculated this, than we will be in a better place to do what’s right for our communities.


Remember, we are all in this together. 

HTML Comment Box is loading comments...




As the Co-Founder and CEO of Affinity Management Services, Rafael P. Aquino leads his team to redefine excellence. They serve community   associations   efficiently

and effectively with dedication and passion. Rafael’s energy and positive spirit is the foundation of Affinity Management Services’ company culture, which instills enthusiasm and excitement when providing expert advice to its board members and relieving the day-to-day burdens of running a community association.


Since 2007, Rafael has developed a work culture that values responsive and high-quality services. He has led his team by following a proactive vs reactive philosophy. The same approach Rafael instills in the day to day operations of each association. Today, Affinity Management Services maintains its success and benefits as a result of the foundation Rafael has built and continues to foster by providing educational seminars, continuing education classes for association managers and board members alike.

Rafael and his team help condominium and homeowners’ associations save money and improve their communities. His calm, personable, and service-oriented nature helps him to establish strong relationships with ease. Rafael is known as a sincere and honest leader who looks out for the best interests of his clients and communities, and he strongly advocates for their needs. His role requires coordination and communication, as such he takes logical and intelligent steps to approach challenges head-on.

As a graduate of Florida International University’s electrical engineering program and a licensed community association manager, Rafael’s education and skills equip him with unique insights to tackle complex problems through critical thinking. He understands how each component within a system works together in order to effectively arrive at solutions, techniques, and conclusions. Therefore, as he manages the multiple challenges of running a community association management company, he understands how each property is its own unique system and tailors’ specific services to assure that all their needs are met.

For more information about Rafael P. Aquino and Affinity Management Services please visit www.ManagedByAffinity.com or call 1-800-977-6279

Doral Office: 8200 NW 41st ST

Suite 200

Doral, FL 33166

Broward Office: 150 S Pine Island RD Suite 300

Plantation, FL 33324

O: 800-977-6279 ● F: 305-325-4053

Sign up for Email Updates
For Email Newsletters you can trust