After weeks (or months) of reviewing contracts, presenting proposals, and fielding board questions, the budget is finally approved. Now what?
For property managers and CAMs, getting the budget passed is only half the battle—now it’s time to activate everything you planned. From notifying vendors to setting your internal calendar, November is the perfect time to move from approval into execution.
Here’s how to make the most of this momentum—and avoid last-minute scrambles in January.
✅ 1. Notify All Vendors of Renewal or Non-Renewal Decisions
Why it matters: Many vendor contracts are tied to calendar years and require advance notice if changes are being made.
Action steps:
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Send written confirmation to each vendor being renewed, outlining any changes in scope, pricing, or frequency.
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For vendors being discontinued, check the contract for cancellation notice windows—and notify them formally.
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Save documentation of all confirmations in case boards request backup later.
Clear, early communication sets the tone for strong vendor partnerships in 2026.
📅 2. Build a Q1 Execution Calendar
Why it matters: It’s easy to forget what got approved once the holidays hit. Lock in your first-quarter plans now.
What to include:
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Start dates for new vendors or projects
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Regular service dates based on updated scopes
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Major deliverables or inspections due in Q1
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Any required board reporting or milestone check-ins
Use this calendar to stay ahead of deadlines and proactively communicate with both vendors and your board.
📈 3. Update Internal Systems and Stakeholders
Why it matters: If budgets changed scopes or vendors, your internal processes need to reflect that ASAP.
Make sure to:
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Update work order systems with new vendor assignments and pricing
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Inform accounting of new monthly charges or contract structures
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Share updated scopes or schedules with your team or community contacts
This ensures seamless service delivery in January and fewer errors when the year changes over.
🤝 4. Begin Onboarding for New Vendors
Why it matters: If new vendors are starting January 1, onboarding needs to start in November or early December.
Onboarding checklist:
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Conduct a kickoff call or site walkthrough
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Share community-specific protocols, contacts, and service expectations
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Provide access to necessary tools (keys, codes, software, etc.)
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Confirm insurance, licensing, and W9s are on file
Early onboarding avoids confusion and ensures day-one readiness.
📣 5. Communicate Budget Changes to Residents (Where Appropriate)
Why it matters: If assessments are increasing or service levels are changing, it’s best to be transparent.
Best practices:
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Send a short message outlining key updates and improvements coming in 2026
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Highlight any service upgrades or new amenities
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Reassure residents that plans are in motion and aligned with board direction
Resident trust grows when they know where their money is going—and when they see early action.
✅ Execution Is Where Value Is Delivered
Passing the budget is an important milestone—but it’s what happens after that really drives results for your communities. With a clear plan and proactive communication, you can hit the ground running and turn your 2026 goals into real outcomes—starting now.