Beat Burnout as a Condo Board Member with this Simple Task Management System

Condo boards juggle a lot — maintenance, budgets, resident concerns, and unexpected emergencies. It’s easy for tasks to pile up, leaving you feeling stretched thin. But there’s a simple way to bring more clarity and calm to your workload: dividing your tasks into four clear categories.

By sorting your to-dos into what’s urgent, important, or neither, you can focus on what really matters, delegate effectively, and let go of the distractions. This approach isn’t just practical—it’s a game-changer for reducing stress and keeping everything on track.

It’s a framework called the Eisenhower Matrix, and it works by dividing your task list into the following four categories. When you do that, it’s easier to prioritize, delegate, and focus on what matters most — without getting overwhelmed.

Image of condo board member feeling relaxed and productive

Here’s how this system can lighten the load by helping you prioritize, and focus on what matters most:

1️⃣ Urgent AND Important

These are the tasks you need to handle immediately—emergencies that can’t wait.

Think of heating failures, burst pipes, or other time-sensitive issues that affect residents’ safety or property.

How to handle them:

  • Be prepared. Have an emergency response plan in place so everyone knows what to do and who to call.
  • Keep contact information for key contractors and service providers readily available.
  • Use a condo management company (like Fort Management!) to ensure there’s always someone to handle emergencies, even outside board hours.

🔧 Pro Tip: If you’re already one of our clients, remember to call our emergency line for urgent issues.

2️⃣ Important but Not Urgent

These are the tasks that keep your condo running smoothly long-term. They’re not pressing now, but if ignored, they can turn into big problems. Examples include:

  • Creating a winter emergency plan.
  • Scheduling regular maintenance checks.
  • Reviewing financials and planning your budget.

How to handle them:

  • Set a schedule and stick to it. Block time in your monthly meetings to address these items.
  • Delegate responsibilities for planning and follow-ups to specific board members.
  • Use professional support to streamline your processes, like regular reserve fund reviews or maintenance assessments.

⏰ Pro Tip: Taking care of these things before they become urgent saves stress (and money) down the road.

3️⃣ Urgent but Not Important

Some tasks are time-sensitive but don’t require your full attention. These are perfect to delegate to individual board members or even an administrator. Examples include:

  • Re-ordering supplies.
  • Updating contact lists.
  • Booking routine service appointments.

How to handle them:

  • Assign these tasks to someone who can manage them efficiently.
  • Use tools like task trackers to monitor progress without micromanaging.

📋 Pro Tip: Delegate to avoid keeping everything on your own plate.

4️⃣ Not Urgent & Not Important

These tasks take up time and energy but don’t have much impact. It’s okay to simplify, delay, or even let them go. Examples include:

  • Reorganizing storage areas that aren’t a priority.
  • Fixing minor cosmetic issues.
  • Taking on extras that don’t benefit the broader condo community.

How to handle them:

  • Be honest about what’s worth your time.
  • Focus on the tasks that matter most to your condo’s health and community satisfaction.

🚪 Pro Tip: Saying no to some of the things that come up can free you to focus on bigger goals.

 

Prioritizing tasks helps keep burnout at bay

When you use this framework to sort through your task list, you’ll have a clearer picture of what really needs attention and what can wait. This helps the entire board get on the same page, reduces stress, and ensures you’re focusing your energy where it counts most.

If you’d like more tips to help your board be more productive, check out our related post: How to NOT Drop the Ball: Building an Effective Follow-Up Routine for Condo Boards

💡 At Fort Management, we understand the demands of running a condo board. That’s why we’re here to support you — whether it’s with emergency services, maintenance planning, or just making your board’s life a little easier.

Does your board need more support? Let’s talk! Reach out to Fort Management for a conversation — we’re here to help.

Scroll to Top