When a resident board stops working – what to do next

When a resident board stops working, it rarely starts out that way. Most resident boards don’t set out with the intention of things becoming difficult. In fact, it’s usually the opposite.

People step forward because they care about where they live. They want the building to be well looked after, and they want things to be done properly.

But over time, things can shift.

Communication becomes strained, decisions can take longer, and frustrations build. What started as a shared purpose can begin to feel more challenging than collaborative.

If you’re part of a board that feels like it’s not working as it should, you’re not alone. And it doesn’t mean the situation can’t be improved.

Recognising when a resident board stops working

It rarely happens overnight.

More often, it shows up in small ways first.

Meetings feel unproductive and conversations go in circles. Decisions are delayed or avoided and there may be tension between directors, or a sense that not everyone is aligned.

Sometimes, it’s quieter than that. A lack of engagement and directors start to step back. Fewer people are willing to take responsibility.

None of these things mean the board has failed. They are usually signs that something needs to be addressed.

Understanding what’s really causing it

When a resident board stops working, the cause is rarely a single disagreement, but a combination of small issues that haven’t been addressed early enough.
 
Before jumping to solutions, it’s important to understand what’s sitting behind the difficulty.

It could be:

• unclear roles and responsibilities
• differences in priorities or risk appetite
• lack of reliable information
• frustration around cost or ongoing works
• communication that has broken down over time
• In many cases, it isn’t one single issue. It’s a combination of small things that haven’t been addressed early enough.

Taking a step back and looking at the situation objectively can help shift the focus from individuals to the underlying cause.

Bringing the focus back to the building

When discussions become difficult, it’s easy for conversations to feel personal.

Refocusing on the purpose of the board can help reset things.

The role of a resident board is to:

• protect the building
• act in the best interests of all leaseholders
• make informed and responsible decisions
• Bringing conversations back to those points can help move discussions away from individual viewpoints and towards shared outcomes.

We explored this further in our guide to understanding the role of an RMC Director, which looks at the responsibility directors carry and how decisions should be approached.

Creating space for more structured conversations

When a board stops working well, discussions often become reactive.

Introducing more structure can make a noticeable difference.

This might include:

• setting clear agendas before meetings
• focusing on one issue at a time
• summarising agreed actions at the end of discussions
• ensuring everyone has the same information in advance
• Simple structure creates clarity, and clarity helps reduce tension.

Strong communication is also key here. If conversations have started to break down, it can be helpful to revisit how information is shared. Our communication in block management article explores how consistency and clarity can improve relationships within a building.

Accepting that not everyone will agree

Even in a well-functioning board, agreement on every issue is unlikely.

Different perspectives are part of the role.

What matters is how decisions are made. If the process is fair, informed and documented, then it provides a solid foundation, even where opinions differ.

Trying to reach unanimous agreement on every decision can sometimes slow progress and increase frustration.

When decisions are being delayed

One of the biggest risks in a struggling board is inaction.

Decisions that are delayed can lead to:

• maintenance issues becoming more serious
• increased costs over time
• frustration from residents
• loss of confidence in the board
• Sometimes, the most helpful step is to move forward with the best available information, rather than waiting for perfect agreement.

Knowing when to bring in support

There are times when an independent voice can help move things forward.

A managing agent, surveyor or professional advisor can provide:

• clarity on options
• a structured approach to decision-making
• reassurance that the right process is being followed
• This isn’t about taking control away from the board. It’s about supporting directors so that decisions feel more manageable.

Rebuilding trust takes time

If relationships within a board have become strained, rebuilding trust doesn’t happen instantly.

It comes from:

• consistent communication
• following through on agreed actions
• making decisions transparently
• acknowledging different perspectives
• Small improvements over time often have the biggest impact.

When a change may be needed

There are occasions where a board may need to consider changes.

This could involve:

• reviewing how meetings are run
• redefining roles
• bringing in additional support
• or, in some cases, changes to board membership
• These decisions are never easy, but they can sometimes be necessary to move things forward.

Moving forward with confidence

A board that has faced challenges can still become a strong and effective one.

Often, going through a difficult period highlights what needs to change and creates an opportunity to improve how things are done.

The focus doesn’t need to be on what hasn’t worked. It can be on what will work better going forward.

How JMJ Asset Management can help

At JMJ Asset Management, we regularly support boards that are navigating these situations.

Our role is to provide structure, clarity and guidance so that directors feel supported in making decisions and moving things forward.

We understand that these challenges are rarely about one issue. They are about people, communication and responsibility.

With the right support in place, boards can move from feeling stuck to feeling more confident and aligned.

If you would like to talk through how your board is currently working, or where things could be improved, we are always happy to have a conversation.