5 common mistakes in managing a condo association

Running a condo association means juggling communication, finances, maintenance, and regulations, often without any specific training. Here are five of the most common mistakes.

1. Underfunding the contingency fund

This is probably the most costly mistake in the long run. To avoid raising monthly fees, some boards keep contributions too low.

The result: when a major component reaches the end of its life, the fund is empty and the co-owners are hit with an unexpected special assessment of several thousand dollars.

The solution: have a contingency fund study carried out by a professional (a requirement under Act 16) and follow its recommendations.

2. Not keeping minutes of meetings

Every board decision should be documented. Without minutes, it is impossible to prove that a decision was made lawfully in the event of a dispute.

The solution: appoint a secretary for each meeting. A few paragraphs summarizing the decisions are enough.

3. Neglecting preventive maintenance

Emergency repairs always cost more than planned maintenance. An uninspected roof can develop leaks that go unnoticed. A boiler without an annual service breaks down during a cold snap.

The solution: create a preventive maintenance schedule and stick to it. The maintenance log, mandatory under Act 16, is the ideal tool.

4. Communicating too little with residents

Conflicts often arise from a lack of information. Residents who do not understand why fees are going up lose trust in their board.

The solution: communicate proactively. A monthly announcement, even a short one, builds lasting trust.

5. Handling maintenance tickets without follow-up

When a resident reports a problem, the request can get lost in someone's inbox. Without a tracking system, some issues stay unresolved for months.

The solution: use a centralized system to manage maintenance requests, with an assigned owner, a status, and a resolution date.

Kohabit brings all of these features together (tickets, announcements, documents, maintenance log) in a single platform accessible to the entire board team.