Managing a community is never easy, and when major repairs arise—especially those tied to life safety and structural integrity—the pressure can be overwhelming. Boards are faced with tough decisions and special assessments, and residents demand transparency at every turn. Balancing these expectations while managing complex projects is no small task and often requires more expertise and resources than initially anticipated.

What's often overlooked is how these large-scale projects affect the community's day-to-day operations. Many associations rely solely on their community association manager to oversee these efforts, not realizing how quickly the workload can exceed what a single person or even a small team can reasonably manage. 

Don't Overlook Staffing Needs for Major Projects

One of the most overlooked aspects of managing significant repair projects is the impact on your management team's workload. Many associations assume that their current management team will be able to absorb the additional responsibilities. After all, they're already on-site and familiar with the property, right?

But here's the challenge: Your property manager's primary role is to handle the day-to-day operations of the community—everything from maintenance coordination to resident communication, compliance, and financial reporting. When a project of this magnitude arises, adding oversight of complex engineering work, contractor management, and budget tracking can easily overwhelm an already full plate.

In many cases, what begins as a cost-saving measure—not hiring a dedicated project manager or engineer—ends up costing more in the long run due to delays, errors, or simply burnout from an overextended team.

Recognizing When It's Time to Bring in Additional Support

The key is recognizing when the project requires more than your current team can handle. Some signs your association might need additional help: 

• Projects are falling behind schedule, or communication from vendors and contractors becomes inconsistent.

• Resident concerns are increasing, and your management team is struggling to respond in a timely manner.

• Your property manager is increasingly focused on the project, neglecting other important community areas.

Bringing in a dedicated project manager or engineer for a large project is not an admission of failure—it's a smart investment that protects the community and ensures the work is done right.

Transparency Begins with the Right Systems and People

One of the best ways to avoid misunderstandings or claims of a lack of transparency is to have the right people and processes in place from the start. 

This includes:

• Keeping meticulous records of every dollar spent. Owners have the right to see how funds are being used, and the board should make it easy for them to do so. Examples of that are websites, portals, reports, etc. 

• Clearly communicating the project's progress and challenges. Weekly updates help keep everyone on the same page.

• Understanding when outside expertise is needed. Boards that invest in the right support early on are often able to complete projects more efficiently and with fewer surprises.

Collaboration and Community: The True Key to Success

Managing a community, especially during large-scale projects, is a shared responsibility. Boards must be open to questions from residents, and residents must recognize the monumental effort it takes to oversee projects of this size.

Rather than assuming the worst, the best approach is one of collaboration. Ask questions, seek out information, and support your board and management team in doing what's necessary to protect your community's safety and long-term health.

If your community is facing a major project or you're unsure whether your current structure can support it, take a step back and evaluate your resources. Ask yourself: Do we have the right team in place? Are we communicating effectively? What expertise might we be missing?

The right planning and support can make all the difference. Don't wait until things feel unmanageable, start the conversation with your board, management team, or trusted professionals today to ensure your community is equipped to handle the challenges ahead.