Getting and keeping dedicated board and committee members is one of a homeowner association's greatest challenges. How can the board avoid the burn-out that comes with the job? Here are some of the ways to prevent burn-out:

Have a Plan. Handling HOA business efficiently and effectively can be a enormous stress reliever. One great tool is the Management Plan Calendar which establishes dates for meetings, periodic maintenance (like gutter cleaning, etc.), administrative events (like tax return filing, etc.), major maintenance (like painting, etc.) a year in advance. The Management Plan Calendar evens out the work load and demonstrates that the Board is acting proactively, not reactively. This, in turn, reduces complaints that contribute to burn-out.

Communicate Regularly. Keeping HOA business open and honest reduces suspicion that leads to criticism (no closed meetings). Distribute regular newsletters, monthly financial information and meeting minutes. Ask for feedback on sensitive issues and rules before plunging forward recklessly.

Protect Your Privacy. Board members have the right to peaceful enjoyment of their homes. Don't accept homeowner association calls after hours (especially abusive ones) if at all. Have an HOA email or voice mail for this purpose if you don't have a property manager to deal with them. Deal with HOA issues whenever possible only at scheduled board meetings.

Get It in Writing. Members who regularly complain can be very wearing. Insist that "comments" be put in writing. Several things will happen: Either the problem isn't important enough to put in writing and they will go away or they will put it writing so it can be dealt with properly by the manager or at a board meeting.

Use Your Property Manager. If you have one, the manager should field all routine calls and respond to requests and issues. More significant ones that require board action are handled at board meetings. Give the manager the authority to handle most inquiries to minimize their impact on meetings.

Use the Board. Some board presidents feel that they have to do everything themselves because no one else will do it. This attitude is a self fulfilling prophesy. It is not the president's job to solve all problems. The job is to lead and delegate. The board structure was designed to spread out the load. Resist the temptation to take carry the burden alone.

The Board as Administrator. A fundamental error that some boards make is doing office and maintenance work for free that would otherwise be hired out. Doing this undermines the board's true purpose to administrate HOA business. An administrative position that should only take a few hours a month can rapidly escalate to a full time unpaid job. Who wouldn't burn-out? Remember the board's true purpose and stick to it.

Reward the Volunteers. The most widespread reason for burn-out is because it's a "thankless job." But it doesn't have to be this way. In job satisfaction surveys, recognition and appreciation consistently rank way above pay. Find ways to reward directors, committees and other volunteers through awards, recognition in newsletters and certificates. They cost little or nothing but address the human need for significance. Volunteers that receive appreciation in small but regular ways stay enthusiastic.

So heed the advice of wise old Dr. HOA: Take this prescription to heart and head and make board burn-out a thing of the past.

For more innovative homeowner association management strategies, see Regenesis.net.

Published: February 17, 2010

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Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues. Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at .