Applying Role Clarity in Real-World Scenarios

Understanding roles is important, but what really builds confidence is knowing how to apply that understanding in everyday situations.

This lesson walks through common scenarios boards face and shows how role clarity helps guide the right response.

Handling Everyday Maintenance Requests

Consider a maintenance issue reported by a homeowner.

In many cases, this is where the management company should take the lead—assessing the issue, coordinating next steps, and keeping the board informed if approval or direction is needed.

Role clarity allows board members to step back without feeling disengaged, knowing the issue is being handled appropriately.

Planning for Larger Repairs and Projects

Some repairs require more planning and board involvement.

For example, larger projects like paving roads or replacing major infrastructure are often identified proactively by the management company based on inspections, reserve study information, or long-term planning.

In these situations, the management company’s role is to inform the board, provide context, and help outline options. The board then considers timing, cost, and priorities before deciding whether to move forward.

If approved, the management company can gather bids, coordinate vendors, and bring recommendations back to the board for review.

This partnership allows boards to make informed decisions without managing the entire process themselves.

Responding to Urgent or Safety-Related Issues

There are also situations where action may be needed quickly.

Examples include a broken sprinkler head, damage near a pool, or another safety-related concern. In these cases, management companies may be authorized—based on governing documents and established guidelines—to secure the issue or contact the appropriate vendor.

The board is then informed promptly about what occurred and why action was taken. This approach helps protect the community while keeping the board informed and accountable.

Budget Preparation and Approval

Budget preparation is another area where clear roles are especially important.

In many associations, the management company prepares a draft budget based on experience, current trends, reserve study information, and an understanding of the board’s priorities.

The board reviews the proposed budget, asks questions, requests adjustments if needed, and ultimately approves the final version. Once approved, the management company supports distribution and communication in line with the association’s governing documents and required procedures.

Clear roles help make the budget process more thoughtful, compliant, and manageable for everyone involved.

Using Role Clarity as a Decision Tool

Across all of these scenarios, the guiding question is the same:

Is this a decision that requires board direction, or an operational task the management company should handle?

Asking that question helps boards stay informed and accountable without becoming overextended.

Applying role clarity doesn’t mean stepping away—it means stepping in at the right time.

When boards and management companies use this framework consistently, everyday situations feel easier to navigate, communication improves, and the association benefits from smoother operations.

What’s Next

In the final lesson, we’ll recap the key takeaways from this course and reinforce how clear roles support stronger communities.