By Jason Ryan, WestWork Management
Does the thought of a calm and productive Monday morning feel like a reality? For many community managers, board members and business owners the answer is a resounding no. Sifting through endless emails, tackling urgent issues, preparing for meetings, and juggling a whirlwind of daily tasks can leave anyone exhausted. A 2024 CAI survey revealed that 40% of a community manager’s week—two full days—is consumed by administrative tasks. This relentless workload drains the energy needed for what truly matters: being human. Our humanity is our greatest asset, and it should be the cornerstone of every organization. This challenge isn’t unique to community management—it’s a universal business and interpersonal issue.
So, how do we combat a dehumanized work environment? Surprisingly, the solution lies in embracing more technology, but used wisely. While AI burnout is real, technology’s true potential shines when it frees up time for meaningful human connection. Imagine a world where digital tools handle repetitive, time-consuming tasks, allowing you to focus on your strengths: building relationships, resolving conflicts with empathy, and engaging with residents, board members, colleagues, and even your family. By leveraging technology, we can restore humanity to our industry and unlock new paths to success.
After returning from a recent industry conference brimming with inspiration, I was determined to transform my company and our industry with smarter tools. While many of us rely on industry-standard accounting software with AI add-ons or management platforms, no single tool can do it all. To thrive in 2025 and beyond, we must explore emerging technologies and identify gaps in our current processes that innovative solutions can fill.
Fortunately, 2025’s technological landscape offers a range of smart assistants, moving far beyond outdated, clunky tools. Two standout additions to my workflow—monday.com and Grok by xAI—have proven transformative when used effectively.
The best use of an organizational tool like monday.com varies depending on your needs, but its user-friendly drag-and-drop boards turn chaotic to-do lists into clear and actionable plans. Whether you’re tracking budget approvals, scheduling snow removal, managing insurance renewals, or onboarding new clients, monday.com’s customizable templates streamline the process while syncing teams and boards in real time. Gone are the days of relying on scattered Excel spreadsheets, Outlook calendars, or handwritten checklists. This budget season, our managers are using the time saved to pick up the phone and discuss plans and goals with board members—imagine the impact of those conversations!
Then there’s Grok, xAI’s innovative tool that might just outshine Google—and sometimes even my own memory. Try asking Grok or a similar AI like ChatGPT to retrieve budget requirements for pre-CCIOA communities or notice requirements for board meetings. You may know the basics, but can you pinpoint the exact legal section or related requirements with sources in seconds? Grok can. By making critical information instantly accessible, Grok clears the mental fog, freeing up bandwidth for a quick call to a resident or a lunch meeting with a teammate. As it turns out, giving yourself time to decompress reduces burnout, as mundane micro-tasks are offloaded to your AI assistant.
Let’s be realistic—adopting new technology isn’t without challenges. Privacy concerns, tech-resistant colleagues or residents, and the hassle of logging into yet another system can feel like barriers. The key is to start small. Begin by using an organizational tool like monday.com to manage your association’s calendar. Ask Grok to locate a licensed chimney inspector or clarify a regulation. Through gradual steps and a commitment to growth, you’ll discover the perfect combination of tools that quiets the noise and lets you return to being the proactive professional you are at heart.
It’s time to break free from the grind and burnout. These tools aren’t here to replace you—they’re here to empower you. Authentic customer service and genuine human interaction cannot be replicated by machines. To stand out in a tech-driven world, use the time saved to answer your phone with a smile, engage in meaningful conversations, and reclaim your humanity. Technology, when harnessed thoughtfully, becomes the key to unlocking your potential and transforming the way we work.
Jason Ryan, co-owner of WestWork Management, leads a premier community association management firm serving Colorado's Front Range. Specializing in townhomes and HOAs, he combines innovative technology with personalized service to enhance community living. WestWork is celebrating its 10th year as champions for excellence in association management.
