In our last blog we discussed some practical strategies to deal with rule violations in condominiums, and while it’s important to know what to do when someone breaks the rules, we believe that the most important tool condo boards have in these situations is to prevent them by communicating and reinforcing the rules effectively. This time, we’re going to give you our best recommendations to reinforce the condo rules that we’ve applied in the condos we manage successfully.
How to Reinforce the Condo Rules Effectively
1 – Clear and Consistent Communication
Since the moment a new resident moves in, having clear communication is critical for ensuring that they understand the rules and why they exist. That’s why we recommend providing a well-structured welcome package for them to set expectations from the start. Here’s how to make the onboarding process smooth and informative:
- Welcome letter: Start the orientation package with a welcome letter from the board, introducing new residents to the community and briefly highlighting the importance of following the condo rules for harmonious living.
- Rules Breakdown: Include an easy-to-read but detailed description of the rules, regulations and their respective penalties, covering every aspect of living in the condo, from noise policies and pet regulations to the proper use of amenities and common spaces. If you want to go a step further you can include visual elements such as illustrations and didactic graphics to make all the information as easy to understand as possible.
- Contact information: End the package with the contact information for condo board members or the property manager to give new residents a direct line for asking questions or resolving issues while they adapt to the community.
2 – Set Regular Reminders
No matter how much effort and attention to detail boards put into the welcome package, life happens and residents will forget some of the rules. To avoid issues due to forgetfulness it’s important to establish a regular communication policy with the residents that includes the condo rules to keep them on top of their minds. This communication can be in the form of email newsletters, memos or bulletins. Here are our format recommendations to make the best out of your rule reminder communication:
- Frequency: Aim to send reminders at least quarterly, or more frequently if there are seasonal changes, like pool rules in the summer, or holiday parking regulations.
- Content: Each reminder should highlight specific rules or policies that may require more attention or in case there is a time where there are more infractions than usual, such as noise restrictions, pet policies, or garbage disposal rules. It’s also helpful to include reminders about less obvious rules, like parking etiquette or proper use of common areas.
Regular reminders should not only serve as reminders but also reiterate why those rules exist. For example, noise restrictions ensure peace and quiet for all residents, while proper waste disposal maintains cleanliness and reduces pest issues. This helps residents see the logic behind the regulations and be more mindful of their behaviour.
- Tone: Keep it tone friendly and informative, not punitive. Instead of writing the content as a warning, frame it as helpful tips for maintaining a pleasant living environment.
3 – Visual Reinforcement
Well-designed visual aids are very helpful to reinforce the rules on a day-to-day basis. Signs and posters strategically placed within the condo’s common areas can act as a constant and non-obtrusive reminder of the rules and make residents immediately avoid certain behaviours that may go against the rules.
Like with written reminders, keep a friendly tone when designing the signs. For example, instead of saying, “No loud music,” you can say, “Please respect your neighbours by keeping noise levels low.”
4 – Lead by Example
Last but not least, if you expect residents to comply with the rules, you must do the same. Condo rules are for everyone in the community and board members are no exception. Leading by example builds trust and credibility, fosters a sense of community, increases voluntary compliance by showing to the residents that the rules are reasonable and fair, and avoids accusations of favoritism that can encourage them to break the rules out of frustration.
Create a Positive Condo Community
When residents know and understand the value of the condo rules, compliance becomes a shared goal rather than a nuisance. Condo boards can achieve this positive environment by consistent and clear communication and education of the rules and why following them is the best for all the residents. However, many board members are volunteer residents that may not have the time to work on rule reinforcement. If that’s your case and you are part of a condo board in Calgary, contact us to get a quote tailored to your needs.
