As the leaves begin to fall, so does the amount of time left in the year.
October is your last full month before the holiday season kicks in—and for property managers and community association managers, it’s the best time to get ahead of year-end deadlines. From vendor contracts to board prep, now’s the time to check those lingering items off your list before November schedules and December vacations make things harder to manage.
Here’s your quick-hit guide to locking down Q4 success—so December feels smooth, not stressful.
✅ 1. Finalize Outstanding Vendor Tasks
Why now: Many vendors reduce availability in November and December, and projects can get delayed due to weather or holiday closures.
What to do:
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Follow up on open work orders, inspections, and seasonal cleanups.
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Confirm completion dates for any fall landscaping, power washing, or amenity repairs.
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Review vendor performance logs to close out annual evaluations or feedback.
If you’re considering ending or renewing a vendor relationship, it’s better to make those decisions now—not when they’re out of office in late December.
✅ 2. Lock in Winter Prep Services
Why now: Some winterization services need to happen before the first cold snap—and vendors book up fast.
What to schedule:
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HVAC checks or heat startup inspections for clubhouses and common areas.
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Irrigation blowouts and system shutdowns.
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Gutter cleaning, roof inspections, and leaf removal.
Even in warmer climates, seasonal services like lighting installations and fire safety inspections should be on your radar this month.
✅ 3. Review Your Vendor Contracts for January Renewals
Why now: Many vendor contracts auto-renew on January 1 unless action is taken in Q4.
What to check:
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Expiration dates and auto-renewal clauses.
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Any pricing changes or proposed service adjustments for 2026.
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Opportunities to rebid or renegotiate before boards approve the new budget.
You don’t want to show up in January realizing you’re locked into another 12 months with a vendor you were planning to replace.
✅ 4. Align Your Budget-to-Actuals Before Year-End
Why now: October gives you enough time to catch issues, explain variances, or reallocate funds if needed.
What to analyze:
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YTD vendor spend vs. budgeted amount for each major category.
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Areas of consistent over- or under-spend across communities.
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Any final invoices still pending from summer or early fall.
These insights can help guide end-of-year reporting and next year’s contract decisions.
✅ 5. Prep for Your Final Board Touchpoints
Why now: Most boards want a clean closeout of the year—and many meet only once more before the holidays.
What to prepare:
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A summary of outstanding issues or major vendor performance notes.
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Your renewal recommendations and contract summaries.
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A heads-up on any early 2026 project planning or budget impacts.
Well-organized updates now make your November and December meetings much smoother—and build confidence with your boards.
🗓 October is the Month to Move
With just weeks left before Q4 fills up with out-of-office replies and holiday delays, this is the time to wrap up vendor tasks, tighten your budgets, and prep for smooth transitions into the new year.
Get ahead now—and set yourself (and your board) up for a more relaxed end of year.