Property Management

July 4, 2025 Published by Golden Horseshoe Chapter - By Carol Booth

Project Management: Making it Easier for Residents and Management

From the Volume 24, Summer 2025 issue of the CCI GHC Condo News Magazine

Once again, it is that time of year – major and minor projects that can only be done during this time – starting in the spring and going into the fall. Everyone – managers, engineers and contractors are overworked re projects; there are not enough hours in the day!

One of the most important components of the process is communication, communication, communication! And one of the biggest problems is that everyone does not read or just scans the information, and then the complaints start and or the rumor mill goes crazy!

Having stated the two issues above, is there anything else that can be done, or does just more of what you are already doing have to be done? Everyone is extremely busy, but maybe another quick update email might be worth it – fewer emails or phone calls and less grumbling as to what is going on.

The following thoughts are basically just reinforcing what is an industry expectation regarding how best to prepare for and implement condominium projects. As a past president of my condo and I am still a resident, one tries to make sure that everything has been thought of - which does not always happen, even with checking and double checking of all the details. Surprises (are a given with older complexes) and things beyond our control happen. Everyone, including residents need to be patient and flexible, but here again is where continued communication is essential!

Regardless if it is a major or small project, the same principles apply. The only difference is that all residents need to be informed about major projects, even if everyone is not directly impacted. If it is a small project and involves only one or a few residents they also need to be kept updated as to the status of the project if there are delays or issues.

As soon as the Board has approved a major project, residents should be made aware of the work to be done. This information should be in as easy as possible terminology – easy to understand. It also might be helpful to also provide the information/explanation form the engineer including photographs and the scope and sequence of work. This has proven to be beneficial.

When the tentative timeline for a major project is known, let all residents know as soon as possible. For everyone’s – management, engineers, contractors and residents - peace of mind, it is probably best to provide the best to worse case scenario re timing allowing for weather delays, supply issues, etc. As the timelines become firmer, or delayed for whatever reason, keep the residents in the loop. If delayed, include if they did not do the Section 98. Examples might be patios/decks, balconies, etc. They will also need sufficient time to do the work, or make arrangements to get it done.

We all know the many ways we can communicate with residents – Management website for the condo, message boards in elevators or in the common areas, emails, flyers and snail mail. Sometimes for large projects is very helpful to provide all the information both by emails and a paper copy. Some individuals do not check their emails that often and others prefer hands on or a paper copy. The paper copy could be hand delivered in smaller condo corporations or put in a location for easy pick up – lobby, pool/exercise area, mail room, etc. There should be no excuses for not getting the information. But there is still no guarantee that the information will be read!

Management, in addition to all of your communique’s, encourage residents to ask questions! Encourage two-way dialogue. Be sure to reference your email and phone number so they can get their questions answered.

Taking that extra step (maybe overkill) and two-way Communication, Communication, Communication could be the key to a successful project!

Carole Booth, B.Sc. in Education; MA, is a retired teacher. As a past member of the GHC-CCI Board of Directors, she continues to participates on the communication and education committees. Carole lives in a 69-unit condominium.