21 February 2025
Our role in managing communal areas such as green spaces, social spaces and other shared amenities, involves collaborating with homeowners, residents and contractors to deliver a service that supports the whole community.
In this article, which was originally published in Flat Living, we explore the common challenges and solutions involved in communal property management and highlight the work The FirstPort Group is doing to deliver a service that meets the needs of each development and its residents.
Communication is essential
When it comes to the management of communal areas and outdoor spaces in residential developments, property managers must listen, adapt, and work closely with the community. This includes regular communication with homeowners to understand their preferences and meet their needs where possible.
FirstPort Regional Director Mark Neighbour emphasises the importance of resident engagement, explaining: “One of the most important things is making sure we’re working closely with residents to understand how they want to use these areas so we can tailor our management to make sure residents can make the most of them.
“Communication through regular newsletters, in-person meetings, and resident groups such as resident associations or working committees ensures everyone has a voice. The challenge is then to coordinate the different voices and views and use them to inform our management approach.
“Sometimes that means making decisions for the collective good and, as long as residents feel their views have been heard and we can explain our rationale for decisions we make, we usually find we can find a solution that everyone is on board with.”
Environmentally sustainable solutions
Mark says that clearly explaining the work FirstPort is doing at each development is essential. He adds: “We’re increasingly seeing more developments with dedicated natural spaces to encourage wildlife, like wildflower meadows with reduced mowing schedules. The maintenance schedules for these areas may be set out in the deeds or agreed upon at the planning stage for the development. But not all residents will know about these areas.
“It’s vital to communicate what we do clearly, ensuring residents understand the reasons behind our actions.”
Mark highlights one example where a large grass meadow area was approved during the planning stage for a development he managed, and it was agreed that it could only be cut once a year in rotation.
Following complaints from residents about the area being overgrown, Mark says: “We made sure to clearly explain the maintenance schedule for this area to residents, and we also had some signage added to the area to explain this.
“Without that level of transparency, there’s a risk residents may think we are failing to deliver the service we are appointed to do.”
When residents do request a different approach at their development, the Property Manager will always see what they can do to action this. At one development in Southampton, residents requested to take on a unique community project by planting an orchard and wildflower garden at the development.
The work included building compost areas, cultivating the ground, and preparing the areas for planting.
Property Manager Debra Keyte helped to coordinate the project. She explains: “It’s a great community here, everyone came together to plant the orchard, and it has been a wonderful opportunity for residents to get to know their neighbours.”
As environmental awareness grows, more residents are also advocating for sustainable approaches to managing communal spaces. This includes minimising the environmental impact where possible and opting for local contractors to reduce carbon emissions.
Addressing challenges
Managing communal areas sometimes involves handling challenging situations such as antisocial behaviour in communal areas. Although these incidents must be reported to the police, property managers can support residents by looking at where the security measures could be improved and facilitating communication with the local councils, police and charities.
“When faced with severe issues, such as drug use in communal areas, we’ve worked closely with local police while encouraging residents to report incidents directly. Increased signage, lighting, and surveillance can help deter such behaviour,” Mark explains.
He adds that personal engagement can also make a difference. He says: “Sometimes, simply knocking on doors and talking to residents can help de-escalate tensions. While it’s not always part of our formal role, showing that we’re present and listening builds trust and often leads to positive outcomes.”
The value of local presence
Having property managers who are familiar with the local community and its unique dynamics can significantly enhance the effectiveness of the property management service.
Mark explains: “Local knowledge and dedicated Property Managers help to address specific challenges and maintain strong relationships with local authorities and services. Our role is to listen and collaborate and having local insight allows us to have more informed discussions and build trust with residents that we understand the specific requirements of their development as well as the wider environment we are operating in.”
He adds: “Residents often want local contractors who understand the community and can reduce their carbon footprint by avoiding long commutes. When it’s feasible and aligns with procurement requirements, we prioritise these requests to meet both environmental and resident expectations.”
By adopting a resident-first approach and delivering a service unique to each development, property managers can navigate the complexities of communal property management and create thriving communities for residents to enjoy.
If you’d like to find out more about the range of residential property management services FirstPort provides, click here to contact us.
