Answer summary
An HOA board communication plan should define official channels, message types, approval responsibility, notice timing, event visibility, document links, and response expectations. The portal should hold the official record so residents can find announcements, meeting notices, events, dues reminders, and maintenance updates without relying on scattered emails.
Key takeaways
Define which channel is official before residents need urgent information.
Use announcements for dated notices and events for time-bound community activity.
Link notices to documents, dues, votes, requests, or meeting materials where relevant.
Keep communication history searchable for residents and future boards.
Name the official communication channel
Residents may still use email, phone, text, or social media, but the board needs one official place where notices and records live. A portal reduces confusion because residents can return to the same place for current information.
The official channel should be stated in launch emails, meeting materials, and repeated resident reminders.
Separate announcements, events, reminders, and documents
Not every message is the same. Announcements are dated notices. Events are calendar items. Reminders point to a deadline. Documents are source records residents may need to download.
Keeping these types separate helps residents scan the portal and helps the board preserve the right history.
- Use announcements for official updates and policy context
- Use events for meetings, maintenance windows, and community dates
Decision table
| Communication type | Best use |
|---|---|
| Announcement | Official dated resident update, notice, reminder, or board message. |
| Event | Meeting, maintenance window, community activity, deadline, or vote date. |
| Document | Agenda, packet, minutes, form, budget, policy, or governing record. |
| Direct response | Resident-specific question, support issue, access request, or private account matter. |
Common questions
What should an HOA communication plan include?
It should define official channels, message types, responsible publishers, review rules, notice timing, document links, event visibility, and response expectations.
Why should announcements live in the HOA portal?
Portal announcements create a searchable official record and connect resident messages to dues, documents, events, maintenance, and voting workflows.
Put the workflow in one portal.
HOA Flow gives boards a shared operating system for dues, documents, requests, violations, votes, residents, roles, reporting, and payments.