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How Can An HOA Email System Improve Communications In The Community

communication system software | HOA email

Communication will always remain an essential part of managing a homeowners association. One of the ways HOA boards stay in touch with residents is through newsletters, though, it is now an outdated form of communication. Make the switch to an HOA email system to help improve communications within your community.


Which HOA Email System Will Work for Your Community?

For the longest time, homeowners associations have been using printed newsletters to spread information and make announcements en masse to the community. Although there is no law that requires HOAs to send regular newsletters to its members, it has become a reliable form of communication.

In the information age, though, it no longer makes sense to print out HOA newsletters and send them individually to homeowners. Organizations everywhere, from large corporations to small businesses, are making the shift to a digital platform. HOAs are not exempt from this.

There are many benefits to going paperless. With emails, it is no longer necessary to print out hard copies and mail them to individual homeowners. This cuts back on printing and mailing costs.

Additionally, email systems offer prompt delivery, which means you can disseminate information immediately. Other than that, email systems also save time on designing, allows you to rectify mistakes at once, are generally more interactive, and allow for easy filing.

There are several email systems associations can use to their advantage. Some of these services come free, while others offer paid subscriptions. Here are the best HOA email systems you can use in your community:


1. AWeber

As one of the oldest email systems in the business, AWeber has spent years perfecting its services. This HOA email communication system is great for associations with no design background.

AWeber allows you to create custom emails using its drag and drop functionality, barring the need for coding. There is also an email template designer that uses AI technology to automatically create professional and engaging emails in a matter of seconds.

If you prefer to use templates that have already been created for you, AWeber has a library full of free templates to choose from. No more endless nights of designing newsletters and emails!

Additionally, AWeber makes it easy for you to analyze data such as key performance indicators (KPIs). It consists of pre-built reports that you can access any time, from a computer or on the go. Its mobile app, AWeber Stats, gives you access to all this data in one seamless location from your mobile device.

Other features include:

  • Automated Tagging
  • List Management
  • Sign Up Forms
  • Autoresponders
  • And more!

AWeber is a smart choice for small associations with a finite number of homeowners. Its services come free for up to 500 subscribers, with some limitations, of course. After that, prices start at $19 a month and only increases as you gain more subscribers.


2. Constant Contact

When it comes to sending emails to the HOA community, nothing makes the job easier than Constant Contact. This email service is one of the easiest systems to use, which makes it perfect for beginners.

With Constant Contact, you can manage your homeowner contacts, email lists, and templates with ease. It has a smart email editor that allows you to drag and drop items to customize your emails. Its automation feature also makes it easy for your HOA to send welcome emails to new homeowners and resend emails to those who have yet to open theirs.

If your association is conducting a survey or poll, you can do it straight from this HOA email system. You can even create, manage, and promote events, as well as collect and track online donations right from your computer.

Furthermore, Constant Contact also comes with data analytics tools. With these tools, you can see which homeowners are opening your emails and clicking on the links inside of them.

Other features include:

  • Free Image Library
  • Built-In Social Media Sharing Tools
  • List Segmentation
  • And more!

If you have a problem with their services, Constant Contact makes it easy for you to reach out to them. They have a variety of customer support outlets, such as live chat, email, and phone calls. You can also find help from its online community or resources.

The catch, though, is that Constant Contact does not come free. You can opt to take advantage of their 30-day free trial offer, but it will cost you $20 to $45 per month after that.


3. GetResponse

AWeber GetResponse MailChimp | HOA newslettersIf you are looking for something a little cheaper than Constant Contact, then consider GetResponse. It boasts most of the same features, but prices start at $15 a month instead of $20.

With GetResponse, you can create HOA emails with ease. It also has an autoresponder feature that you can use to welcome, follow-up, or educate homeowners. You can turn on its notifications as well to let you know when emails have been received by the other party. True to its name, GetResponse also has a survey and polls feature that you can use to gather homeowner feedback straight from the system.

Perhaps one of its most outstanding features, though, is Webinars. With the help of this tool, you can get in touch with your membership live. You can share your screen with others as well as brainstorm ideas with the help of GetResponse’s whiteboard. These features are especially useful for remote meetings or sessions.

Other features include:

  • Data Analytics
  • Attractive Form Templates
  • List Segmentation
  • Integration with Google Docs, OptinMonster, ZenDesk, and SalesForce
  • And more!

You can sign up for a 30-day free trial with no credit card required. After that, GetResponse plans start at $15 a month for a list size of 1,000 subscribers.


4. MailChimp

MailChimp is one of the most popular and well-known email systems in the world. Just like other HOA email systems, MailChimp comes with a drag and drop feature, allowing you to create emails in a matter of minutes. It also boasts free templates that you can use if you lack the time to design one yourself. If you have a knack for coding, you can design your own templates.

Additionally, MailChimp has a great mobile app that allows you to create and send emails from basically anywhere. This service also has transactional email functionalities. With this, you can send personalized emails with no problem at all.

Similar to other email services, MailChimp also has analytics that you can access at any time. You can learn about homeowner behavior when it comes to emails and newsletters, as well as gain valuable insight on the go with the mobile app. If you need something simple without all the frills of more advanced systems, MailChimp should be a good option.

Other features include:

  • Autoresponders
  • List Segmentation
  • Integration with WordPress, Shopify, Magento, etc.
  • And more!

MailChimp’s free plan offers all the email features and tools you need at absolutely no cost. But, this plan is limited to only 2,000 contacts, which makes it perfect for associations with small memberships. MailChimp’s paid subscription starts at $9.99 per month for up to 50,000 contacts.


5. SendinBlue

For a system that combines emails and SMS, SendinBlue is a great service to try. As with other platforms, you can use this service’s drag and drop feature to create mesmerizing emails and newsletters without the need for a design or coding background.

Emails are not the only thing you can take advantage of with SendinBlue. You can also send text messages to homeowners and make the process easier with SMS templates. Other than that, if you have an HOA website, you can integrate live chat support for homeowners looking for real-time answers.

Additionally, this email system allows you to track and analyze statistics as they occur. You also have access to built-in reports and learn which homeowners are engaging with your emails. With all this and more, SendinBlue is truly your one-stop solution for all things communication.

Other features include:

  • Transactional Email
  • Sign Up Forms
  • List Segmentation
  • And more!

SendinBlue subscription plans start at $25 a month. Though, you can make use of its free plan, which lets you send up to 300 emails per day — well above what a homeowners association needs.


Making the Switch

The initial stage of the transition will come with a few challenges. Some homeowners may not be open to making the switch to a digital platform, especially older and less tech-savvy members. Others may feel apprehensive because personal data (email addresses) is involved. Soothe their anxieties by assuring them that their email addresses will remain confidential and will only be used for HOA communication purposes.

If there are any homeowners who still refuse to share their HOA email address with you, don’t force them. Instead, post each newsletter on your HOA website to keep these homeowners in the loop. You can also consider retaining the hard-copy system for select homeowners, but let them know of the added costs involved. Additionally, inform them that they may not be getting up-to-date news.

Beyond that, you should also develop an HOA communications policy consisting of rules and regulations that board members should follow. Sample rules in a standard HOA email policy include refraining from divulging personal information to third parties, only sharing relevant news (no gossip or opinions), and maintaining professionalism at all times.


A Step Into the Future of Communication

Emails have largely replaced traditional mail in terms of communication. This is due to the convenience they offer as well as the ease of storing them. Homeowners associations will also benefit from adopting an HOA email system. The road to going paperless, of course, will be paved with challenges. The long-term gains, though, are undeniable.

If your HOA or condo association needs a fully integrated, comprehensive management software, Condo Manager can help. Contact us today to learn more about our product!


Editor’s Note: Condo Manager is not affiliated with any of the email systems mentioned in this article.