Where Board and Management Roles Commonly Break Down

Even when responsibilities are clearly defined, there are situations where board and management roles can begin to blur.

This doesn’t usually happen because someone is doing something wrong. More often, it happens because people are trying to be helpful, responsive, or efficient—especially when issues feel urgent.

Communication Gaps

One of the most common areas where roles break down is communication.

In some cases, board members may begin discussing an important issue over email or text without including the association manager. Decisions or expectations can start to form, and the management company may be caught off guard later when action is expected without full context.

The opposite can happen as well. A management company may be coordinating a project or working through an issue, but the board isn’t updated as quickly or as clearly as expected. When this happens, board members can feel out of the loop or uncertain about the status of important matters.

Clear communication channels and shared expectations help prevent these situations before they become problems.

Maintenance and Vendor Involvement

Another area where overlap can occur is maintenance and vendor coordination.

When issues arise, board members may want to get involved—especially if they have experience in a related field. While this involvement often comes from a good place, it can create confusion about who is directing vendors, approving work, or tracking progress.

Without clarity, vendors may receive mixed direction, and accountability can become unclear.

Meetings and Documentation

Meetings and documentation are another common gray area.

Management companies often support meetings by preparing materials, helping run meetings, and taking meeting minutes, while boards conduct meetings and make decisions. When expectations around preparation, follow-up, or recordkeeping aren’t clearly defined, responsibilities can shift unintentionally.

Over time, this can lead to frustration or gaps in communication.

Timing and Decision Authority

Decision timing is another place where challenges often show up.

Boards may expect quick action, while management companies may need formal approval before moving forward. Without clarity around authority and process, delays or misunderstandings can occur on both sides.

Understanding when action can be taken—and when board approval is required—helps keep decisions moving smoothly.

Why Clarity Makes a Difference

The key to preventing these breakdowns isn’t rigid rules. It’s clarity and communication.

When boards and management companies take time to define roles, establish communication norms, and revisit expectations as needed, overlap becomes easier to manage—and far less disruptive.

In the next lesson, we’ll look at how strong boards and management companies work together intentionally, using clear communication and shared expectations to support smoother operations and stronger communities.