A strong condominium corporation needs a capable board and a responsive manager working from the same playbook. When that relationship becomes strained, the answer is not always a management change. Often, clearer expectations and better routines can make a meaningful difference.
Clarify the board's role and the manager's role
The board governs the corporation: it makes decisions, sets priorities, approves budgets, and provides direction. The condominium manager carries out those decisions, coordinates operations, and brings professional guidance to the board.
Problems arise when directors begin managing daily tasks directly or when a manager makes decisions that belong to the board. Review your management agreement and establish a shared understanding of who is responsible for what.
Choose one clear communication channel
Scattered texts, personal emails, and last-minute calls make it difficult to track decisions and follow up on work. Agree on a primary channel for board requests, such as a shared email address, management portal, or regular status report.
For urgent issues, define what counts as urgent and who should be contacted. This helps the manager respond quickly when it matters without turning every request into an emergency.
Set realistic response expectations
Not every question can be answered immediately. Some requests require contractor quotes, legal guidance, owner records, or a board decision. Ask your manager to acknowledge requests promptly and provide a realistic timeline for the next update.
In return, directors should avoid sending duplicate requests or expecting a full response outside normal business hours unless there is a genuine emergency.
Make board meetings more useful
Send an agenda and supporting materials in advance so directors can arrive prepared. Use the meeting to make decisions, resolve priorities, and identify next steps rather than reviewing every operational detail line by line.
At the end of each meeting, confirm who owns each action item and when the board expects an update. A concise action list prevents misunderstandings after the meeting ends.
Give direction as a board, not as individuals
A manager should receive direction from the board collectively, usually through the president or another designated liaison. Individual directors can raise questions, but they should not issue conflicting instructions on behalf of the corporation.
This protects the manager from mixed messages and ensures important decisions are properly recorded in the board's minutes.
Address concerns early and specifically
If communication or performance is slipping, raise the concern directly and with examples. Instead of saying that the manager is unresponsive, identify the request, the date it was made, the impact on the corporation, and the outcome you need.
A constructive conversation gives both sides a chance to correct course. If concerns continue, document them and discuss whether the management agreement's service expectations are being met.
Build a regular review into the relationship
Set aside time once or twice a year to review what is working, what needs attention, and what priorities are coming next. This is especially valuable before budget season, annual general meetings, or major capital projects.
A regular review keeps small frustrations from becoming a larger breakdown in trust.
The bottom line
Good condo management is a partnership. Boards that communicate clearly, respect professional roles, and follow through on decisions give their manager the best chance to deliver strong results for the whole community.
MVP Condos works with Ontario boards to create practical, transparent management relationships. Request a free proposal to learn how we can support your corporation.