How to Navigate a Manager Transition Successfully

A Practical Guide for HOA Boards Facing Staff Turnover

Manager turnover is never ideal — but it doesn’t have to stall your community’s progress. Whether you're onboarding someone new or dealing with a temporary vacancy, the steps below can help your board maintain momentum and stability.

1. Communicate Expectations Early

Set the tone by scheduling a quick call or meeting with the new manager (and their supervisor, if possible). Share:

• Your board’s communication preferences (email, phone, meeting cadence)
• The community’s top priorities and current projects
• Any hot-button issues or resident concerns
• Where the last manager left off

Clarity from the beginning saves time and reduces confusion later.

2. Document Key Historical Info

Help your new manager avoid digging through years of files by summarizing:

• Long-term vendor relationships
• Recent rule changes or enforcement initiatives
• Architectural trends or recurring issues
• Board roles and term expirations

A quick-reference doc (or even a recorded Zoom summary) can be a powerful tool.

3. Be Patient — But Also Hold Accountable

Managers need time to learn your community — but timelines still matter. Use a 30/60/90-day onboarding framework to set benchmarks like:

• 30 days: Understand contracts, vendors, and major concerns
• 60 days: Drive progress on 2–3 key initiatives
• 90 days: Demonstrate follow-through, communication, and community familiarity

Check in regularly, but respectfully. This shows you care about performance — not just people-pleasing.

4. Involve the Full Team

If your manager is new, the rest of the management company should not be. Ask:

•  Who is their assistant or admin backup?
• Who do we contact if the manager is unavailable?
• Who oversees manager performance?

A good company provides structure behind the scenes — not just a single point of contact.

5. Create a Culture of Respect

Turnover has increased in part because of how people are treated. Boards that lead with respect and professionalism are more likely to retain great managers.

• Give constructive feedback with context
• Acknowledge wins, not just problems
• Encourage residents to be civil — even when upset

You’ll be surprised how far decency goes in keeping talent engaged.

BONUS TIP: Ask the Company What They've Learned

Don’t just ask who your new manager is — ask what they’re doing differently to reduce turnover. A forward-thinking firm will have answers. An overwhelmed one won’t.

Need help navigating a manager change?

We’ve supported dozens of communities through transitions and know what it takes to keep things on track. Fill out the form below to connect with our team — no pressure, just practical advice and support.