In large HOAs with hundreds or even thousands of residents, architectural change requests are just part of everyday life. Whether someone wants to repaint their front door or replace a balcony railing, there’s always something in the queue. And when those requests start to pile up, even a well-organized board can start to feel overwhelmed.
When the process stalls, homeowners wait too long for a response, board members get buried in paperwork, and community standards start to slip and frustration builds.
Here are five common bottlenecks in the architectural review process for large HOAs, and how ManageHOA by BuildingLink can help solve them with tools like automation, mobile access, and clear communication.
1. Incomplete or Incorrect Submissions
The challenge:
In a big community, even a small percentage of incomplete requests can clog the system. Missing paint swatches or outdated permits can cause delays for everyone.
The solution:
ManageHOA helps homeowners get it right the first time. Smart submission forms guide them step by step, making sure they include the right documents and information based on the type of project. Requests can’t move forward until they’re complete, which means fewer delays and less back-and-forth.
2. Miscommunication Across the Community
The challenge:
Coordinating between homeowners, board members, and community managers, sometimes across multiple buildings or sub-associations, is complicated. It’s easy for messages to get lost in a sea of emails, voicemails, or sticky notes.
The solution:
With ManageHOA, all communication happens in one place. Homeowners can track their request status in real time, board members can add comments directly to the submission, and automated notifications make sure nothing gets missed.
3. Scattered Documentation and Tracking
The challenge:
Some communities rely on a patchwork of tools, or no system at all. That makes it tough to find past approvals, enforce consistent standards, or understand the full history of a request.
The solution:
ManageHOA keeps everything organized and searchable. All submissions, supporting documents, decision histories, and community guidelines are stored in one central platform. That makes it easy to stay consistent, track trends, and reference past decisions when needed. With BuildingLink, you retain full ownership of your data, so you’re never locked into a specific platform or tied to a single management company.
4. Inconsistent or Subjective Decisions
The challenge:
When multiple people are involved in the review process, decisions can vary. One board member might approve something that another would deny. Over time, that inconsistency can cause confusion with homeowners.
The solution:
ManageHOA brings structure to the review process. It defines roles, outlines clear approval stages, and makes community guidelines easy to access. Every decision is time-stamped and documented, so there's a record of how and why it was made.
5. Delays Caused by Manual Processes
The challenge:
Printing submissions, waiting for signatures, or needing to meet in person to approve requests slows everything down. In any size HOA, that kind of delay can leave homeowners, staff, and the Board stuck for weeks.
The solution:
With ManageHOA, the process keeps moving. Board members can review and vote on submissions from anywhere, including their phones. Deadlines and tasks are tracked automatically, and approvals can happen between meetings, not just during them.
Make Architectural Reviews Easier, No Matter the Size of Your Community
In any size HOA, speed, consistency, and good documentation aren’t just nice to have; they’re essential. The bigger your community, the more important it is to have a streamlined process that keeps everyone in sync.
ManageHOA by BuildingLink was built to handle all communities. From smart forms to mobile access to real-time updates, it helps boards stay organized and homeowners stay informed.
Ready to see it in action?
Request a demo to see how ManageHOA by BuildingLink can simplify your architectural review process, at any scale.
