How To Create an Effective Condominium Website, HOA Website, or Association Website

"We are trying to develop a website for our condominium, but, we don’t know where to start. Can you help?" 

This is a question I have been asked numerous times by condominium board members. Regardless of whether the condominium is located in Vancouver or Halifax, if it’s 40 units or 400 units, it is a question that many condominium boards struggle with frequently.

This is a show stopper that keeps condominium boards from moving forward. 

This is also preventing your condo board from developing a website as well. You are not a web designer, web master, “computer guru”, or programmer, and it’s very likely your board members aren’t either.

The most common problem is that board members, or committees, don’t even know what to include in their website. How would they? This is not their daily job.

Another problem that’s quite common today, is simple static websites. Websites with static pages that owners or tenants have to visit every day to see if there are any new updates or new information posted. Pages that aren’t updated regularly.

Many condominium boards create these static websites. Everyone gets excited, everyone checks out the website every day. Then a month or two passes, and nobody visits the website anymore. The excitement is gone. Everyone feels they failed, but they don’t know why.

Today, people don’t have the time to visit every website on their list every single day just to see what is new. People want information delivered to them in the quickest and easiest way possible.

Think about this:

Would you be willing to drive to a newspapers office every day to pick up a newspaper or magazine? Probably not. Over time you would forget about it.

But the bigger questions is this:

If the magazine didn’t cover topics or events that interest you, would you even read this magazine?  Likely not and this is what we’ll address today.

How can a board create an effective website for our condominium that our owners and tenants will use on a regular basis?

We will not be discussing the technology used in developing a website. We will discuss the information and features you need to include in your website so you receive the biggest return on your investment and keep your owners and tenants coming back. After all, you will be investing time, or money, or both. 

So where is the best place to find this information? Find the right data to review!

Here at GeniePad we have created hundreds of websites for condominiums across Canada and the United States. For condominiums and associations ranging from 16 to more than 1000 units. 

We have compiled all this information and this is what the data tells us. 

  • On average 26.9% of boards and owners use a website as an easier and quicker way to communicate with the board and manager. 
  • 21.9% use the website to access important documents such as bylaws, minutes, policies, forms, etc. 
  • 15.1% use a website to communicate with other owners within their condominium. 
  • 13.3% use the website to post and distribute news announcements. 
  • 10.5% use the website to view availability and book amenities. 
  • 6.3% use the website to track tasks and work requests. 
  • 4.1% use the website to post classifieds of items for sale. 
  • Finally, 2.1% use the website to generate various reports.
So what are the benefits of having these features?

News (Newsletters, Announcements)

  • Help to inform your owners & residents of the latest news, announcements, and events INSTANTLY!
  • Save the board and property manager time, and reduce the number of phone calls, e-mails, and inquiries.

Documents (Minutes, Bylaws, Policies, Forms, etc.)

  • Provide owners, residents, boards, and property managers with quick and easy access to important documents.
  • Help to store all your important documents in one place so you’ll never lose a document.

Messages & Contact (Contacting the board/council/manager)

  • Provide an easy way to contact the board or property manager. Track all messages, comments, and their status. 
  • Never lose a message or letter again!

Task and Issue Tracking (Track tasks and work requests)

  • Helps to keep track of all the work, tasks, and issues that have to be completed efficiently.
  • Eliminates the pesky sticky notes and keeps everyone informed of the progress.

Message Forum & Classifieds (Community communication)

  • Helps to build a stronger community by giving your owners and residents a way to communicate and help each other
  • Increases owner feedback before a board meeting or AGM!

Amenities & Bookings (Book common amenities)

  • Helps your owners or tenants view availability and information for each amenity and allows them to book the amenity on their own.
  • Reduce the amount of time it takes you to schedule, confirm, and track amenity bookings.


  • Helps the board manager generate minutes, task & issue reports, a list of up to date contact information.

Now we have a bit of data to see what owners really need in a website. This is a great start of what you should include in your condominium’s website.

Before you start screaming “Eureka”, there is one more problem to solve. You need to keep your owners and tenants involved and engaged in your website. You need to make sure they come back.

The solution is quite simple. Make sure that when new information is posted on your website everyone is notified of this update as soon as possible. The simplest way to accomplish this is by sending an update via e-mail. 

If you develop this feature into your website, or use a platform with this feature built-in, you won’t have to worry about any of this. As soon as you upload a new document, or post a news announcement, your website will send an e-mail notification to your owners and tenants for you automatically. This sounds easy, right?

We have covered a bit of information today. At this point you may be thinking… 

“This sounds like a lot of work and time that I just don’t have!” 

If you create an effective website for your condominium, your owners and tenants will have important information at their fingertips, therefore the amount of time you will have to invest as a board member, or property manager, will reduce over time. Why? Because owners and tenants will be able to get answers on their own without taking up your time.

Ask yourself: “Is it worth it to invest a small amount of time today, to save countless hours in the future?”

How small amount of time? You can create a website for your condo in 33 seconds! Want to see how? 


Just click this link and I'll show you a video on how you can create a website for your condominium, homeowners association, or just a normal association in 33 seconds!



Tuesday, November 10 2015

How A Communication Portal Makes Your Condo Life Better

Condo living is amazing, if you find a place that you like. So what are the things that you will look for when buying or renting a condo? Most people look for as many amenities as they can find is less amount of money. What you do need to remember is that if you are getting too many things cheap, there has to be something wrong with the place. The easiest way to put your mind at ease is to ask in the neighborhood. Is the area secure? Are there any street crimes? Does the management ensure that all residents are happy and comfortable? Are the neighbors friendly? If the answer to any of these questions is no, then you need to start looking elsewhere. 

The one other very important thing that you need to look for is an effective communication system that allows residents to stay in touch with the management. With the help of a communication portal system transferring information and news becomes very easy. This would ensure an easy solution to all the problems the residents might have or all the worries the management may want to share with the residents. Here are some other benefits of having a communication portal:

Notifications via email

The great thing about a communication portal is that it makes sure all the residents know whatever the management might want to impart. An email is automatically dispatched to the residents when there is some new news or piece of information. This means that the management would not have to worry about trying to seek all the residents separately. 

News or Announcements

The portal does not only feature information, it also releases news or announcements. Whenever there is something new about to take place, or some changes in the rules or regulations of the condos, the association can easily inform all the residents. 

Library of Documents

Be it the utilities billing files, tax related information or any kind of forms all can be published on the communication portal. This would make it more convenient and effective.  


With the help of a communication portal, the management can also create a website that can be accessed by all residents. This too would make the transfer of information easier. 

Stay Linked to Neighbors

A communication portal is not just a link between the management and residents but also between all the residents themselves. This way the neighbors can arrange events and parties, enjoying a fun and happy coexistence together. They can also seek help if there is any need. 

The communication portal is an excellent tool that can be improved according to the needs of any particular condominium building. It is the best way to ensure all the residents that the management is concerned about and working to constantly improve living conditions of the condo. If your building does not feature a communication portal, you can suggest it to the authorities and see the changes this new system brings in your condo experience.      

Thursday, June 11 2015

Managing Complaints in a Condominium

It is the responsibility of the condo board to keep the condo civilized by maintaining peace and handling issues in a professional way. A good condo board will keep in touch with the residents to help solve their problems. However, when the board is unable to implement effective communication strategies, it cannot handle complains and issues arising in the condo. 

Let’s find out what a condo board can do to improve communication to handle complains in an efficient way. 

Be Open to the Residents

A good condo board opens up to the residents about the condo laws and regulations. Moreover, an efficient board listens to the residents and handles their complaints. The board should be able to maintain decorum within the condo and help the residents follow the rules without causing inconvenience. Communication shouldn’t be done once only, but the board should continue to interact with the residents regularly. This practice will not only keep the residents satisfied, but it will also keep the board out of major problems.

Creating a Platform for Communication

A successful condo is the one in which the board members are eager to connect with the residents. This can only happen if the board applies effective communication strategies that include creating a website and a message portal. With the advancement in the digital technology, it has become easier to connect, communicate, and interact with the residents. 

So, choose a platform that your residents are most likely to use to convey important messages and too help solve residents’ problems.  These communication portals allow the board members to stay updated with the problems arising in the condo. 

Handling Complains Efficiently

A good condo board should always keep its residents as its first priority. The board members should be able to handle complains before anything else. Residents are very sensitive about their problems and once they tell the board about it, they expect it to be resolved quickly. The board members should respect the residents and should listen and resolve their problems without causing a delay. 

The members should be trained to handle complains in a professional way. Not listening to the complaints, ignoring the residents, and arguing with them is not a good way to settle things. 

How can a Communication Portal help?

Whether you want to spread the word about a condo event or you want the residents to share their problems, a communication portal will help you communicate effectively. The purpose of a communication portal is to help people socialize and connect. So, if you think your condo management is falling apart, make sure you get on a platform to connect to the residents. Communication portals are extremely interactive and allow people to share pictures and messages. This type of a platform is perfect for handling the residents’ complaints, issues, and problems. 

You can also opt for traditional ways like sending out a automatic SMS/Text notificaitons or automated phoen calls. No matter what platform you choose to communicate with the residents, make sure you give priority to their complaints and help resolve issues immediately.

Tuesday, June 09 2015

How Residents Can Contribute To A Condo Building

Living in a condominium comes with its own set of advantages. These include the liberty of cleaning, maintaining and repairing the exterior of the building, amenity spaces and landscaping along with others. You also get to be a part of a community and can socialize with the neighbors. 

Benefits of Living in a Condo

While living in a condo, you can make friendships with neighbors that can last a lifetime. You can also make business relationships. People you may have never worked with can also become a great source of referrals because of your interaction with them. They will also be the first ones to help you out in case of emergencies, and may even take care of your home, plants, or pets while you are on vacation or some other trip.

Giving Back to the Community

When a building gives you so much as compared to other housing options, how does one contribute to the building itself? 

Becoming A Board Member

For starters, take the initiative of running for the condominium board of directors. These people ensure that the community is operated smoothly, and the residents’ problems are addressed on a timely basis, keeping in mind the myriad rules of the building. The main motive behind people serving on a condo board is to have some influence in the decision making process of running their home.

The duties of board members pertain to giving out contracts for maintenance to worthy contractors. These may be related to up keeping of the grounds, snow cleaning, ensuring that there are sufficient funds available at all times for repairs in the building, etc. They also make rules and policies pertaining to amenity hours and use, security, noise, pets, determination of acceptable behavior in the building, etc.  If and when there is a tiff between different owners, the board acts as a liaison.

In order to become a board member, you need to be objective, possess strong communication skills, patience, team playing skills, etc. You need to be patient when the vote on a particular matter does not go your way since it is part of the job. You also need to commit some of your time for meetings and other duties.

No Time for Board Commitments – What To Do?

In case you do not want to become a board member due to lack of time or any other reason, then be sure to participate in the election of board members actively. Inquire about those people running for the position like their backgrounds and their ideas for running the building. A condo board will work best if there are people from diverse backgrounds in it, e.g. those from law, property management, administration, real estate sales, etc. You should ensure that the right mix of the people make up the board because it will determine your convenience and comfort on a daily basis.

Another way of contributing to the condo is by following all the rules set out by the board. They have been created objectively so that all residents are comfortable in their living and everyone’s needs are addressed. 



Wednesday, June 03 2015

Why Condo Residents Need a Communication Portal?

A communication portal is the secret to effective communication between condo board and condo residents, because it makes it easier for the residents to reach the condo board to convey their messages, complaints, and queries. 

Indeed, stories of troubled condos are quite hackneyed, just because they suffer from governance and financial troubles, that could have been solved easily but weren’t, because of the lack of an apt and effective communication portal in place

What Benefits Can A Communication Portal Possibly Have?

A good communication portal is thus the solution to many of the issues that are faced by condo residents. There are little challenges that affect the lives of condo residents time and time again. If the condo board tackles all of them in a timely manner, it would be able to ensure well being and lifestyle of the condo community. To tackle all the issues on time, and be able to develop a proactive approach, it’s important that the condo board implements such portal.

A communication portal can essentially help create a sense of community, foster an encouraging and open environment, and help to establish trust between the residents and the board. 

What Problems Do Condo Residents Feel Without A Communication Portal?

When a condo has no adequate communication in place, board members and condo residents won’t be able to share their issues, and there will come a point when frustration levels of the residents would peak, yet they would be a standstill about what to do. That is why efficient condo boards are implementing effective communication portals to ensure good governance.

Moreover, one of the most frequent complaints made by residents is that they are unable to get sufficient information from the condo board members. This gives rise to problems related to lack of transparency as well, is not a positive harbinger for the board, and may also lead to negative news about the condos.

What Should The Communication Portal Be Like?

Board members may not realize, but information is important for all the condo residents, regardless if they are an owner or a tenant. Some may actively seek it and some may not, but all of them need to be informed about important matters related to the condos that they live in.

Condo residents are interested in getting information about the steps taken for routine maintenance, service repairs, daily operations, fire alarms, about obtaining insurance, garbage chutes and parking rules, and other important matters such as protecting the value of the property, minimizing risk, and obtaining insurance. This is essential communication, and a communication portal will ensure that all the old and new members have access to such information at all times.

The communication portal will not only enable two-way communications between the board and residents, it will also help authorities in resolving problems just when they arise and also not place undue load on the condo board. 

An efficient communications portal is not a requirement – it’s a need to ensure sound management of the condo and to cultivate a positive environment for the condo residents.



Thursday, May 28 2015

The Rules of Conduct of a Strata Corporation

Before buying a unit for yourself in a strata, you need to stay aware of the fact that everything regarding the strata's management and policies is looked after by a strata corporation which is established specifically to do all of this work. To help you out in understanding the role of a strata corporation in a strata, we have listed the most common duties of a Strata Corporation below which will more than definitely assist you in knowing your strata corporation much better.

Controls and Looks After the Common Property

The main role of the strata corporation is to look after the common property.  For this, the corporation acts as a governing body that must take care of all issues and problems and deal with any developing nuisances effectively. Simply put, if you happen to find out that there’s something wrong within the strata's premises, you can report it to the corporation and have them take care of the matter.

Insures the Buildings

It is highly recommended that you opt for a strata which features insured buildings. Speaking of which, insuring the strata's buildings is also one of the major jobs of the strata corporation. This includes taking care of the replacement cost as well as making regular payments of premiums.

Keeps the Common Property Held

Some sort of neutral body needs to keep the common property held and do this in trust for the owners of all the units. As such, the strata corporation also takes over this role and makes sure it keeps hold of the common property in trust for the unit owners.

Owns a Bank Account Dedicated to the Strata

A strata needs to run properly and it must have a bank account which is maintained and kept safe for the funds of maintenance. Of course, these funds are all contributed by the unit owners for the welfare of their community. The strata corporation plays a leading role in this regard, as well as it collects the maintenance fund contributions given by the owners of all the units and keeps them all safe in a bank account. This bank account is entirely dedicated to the strata's  maintenance, and the funds inside it are only used in case any maintenance problem arises. The corporation cannot and must not utilize these funds for their own usage. Furthermore, the strata corporation cannot undertake business for profit by using the maintenance fund contributions provided by the unit owners.

The Strata Corporation cannot, in any way, be a profit based business as it is solely present to deal with any developing problems and underlying issues in the strata scheme among a few other tasks. Studying the above mentioned rules of conduct of a strata corporation and understanding them will help you realize the extent to which you can question your strata's association in case you notice them doing something out of the ordinary.

Tuesday, May 26 2015