Why “we usually do it this way” is no longer a sustainable strategy in HOA board work

Across many HOAs, there are three little words that influence more decisions than the bylaws:

“We usually…”

It sounds safe. It sounds experienced. It sounds like things are under control. But in reality, the “we usually do it this way” mindset is often the first sign that structure is missing. And even more importantly: it makes it harder for new board members to contribute.

This isn’t a criticism of anyone. It’s an observation.

Volunteer boards are one of the few places where organizational culture is passed on orally — from one member to the next — often without documentation or shared decision history.

And once, that worked. But times have changed. HOAs have changed. Expectations have changed. Which is why “we usually do it this way” no longer holds up.

Board work has become more complex and that changes the rules

Research on volunteer-led organizations points in the same direction: board tasks are becoming more extensive, and digital structure has gone from optional to necessary.

Many volunteer boards still rely heavily on email, private inboxes, and personal routines. At the same time, boards with high turnover tend to lose a significant share of their informal knowledge each year.

This means old workflows can’t carry the new responsibilities.

Residents expect quicker responses. Documentation matters more. Digital communication is standard. Board transitions happen more often.

In that reality, a culture built on “we usually…” isn’t just impractical. It becomes fragile.

“We usually…” creates dependency on individuals without anyone intending it

“We usually do it this way” often translates to:

“This is how I do it.”

And that works fine — as long as the same person remains on the board.

But dependence on individuals is an organizational risk.

Because when a key person steps down or moves away, the board loses:

• access
• history
• the reasoning behind decisions
• the small routines no one else knew

It’s not just inconvenient. It creates uncertainty for the next board and slows down the entire HOA.

It often forces new members to “reverse engineer” old decisions without documentation. And that means they begin their role with more confusion than necessary.

“We usually…” may feel comfortable for the individual — but it creates vulnerability for the community.

New board members see problems and solutions differently

When new members join, they bring fresh eyes.

They see patterns, habits, and workflows differently than those who have been there for years.

That’s not just valuable — it’s a gift.

New members can:

• ask questions that were never asked
• spot digital opportunities
• challenge habits that no longer serve a purpose
• simplify workflows that have become unnecessarily heavy
• identify missing structure
• bring energy and curiosity

But when “we usually do it this way” dominates the culture, new perspectives don’t get space.

It can feel like stepping into someone’s private kitchen where everything must remain exactly as it was in 1998 — and nothing may be moved.

If you want to retain new volunteers, one thing matters above everything else:

Give them space to do things in their own way. They’re not joining to preserve the past. They’re joining to help build the future.

History stored in memory creates conflict in the present

One of your strongest insights is this: Most conflicts in volunteer boards don’t come from disagreement. They come from missing history.

When past decisions aren’t documented, and when practices live only as oral stories, today’s discussions are shaped by yesterday’s misunderstandings.

Example: Someone believes the board “always” did X. Someone else is sure it “used to be” Y. No one can find the minutes. And suddenly a small difference in memory becomes a big conflict.

That’s why “we usually…” doesn’t work as a strategy. It relies on memory — not structure.

And memory has never been a reliable organizational model.

Board transitions make “we usually…” unstable as a strategy

Volunteer boards change frequently. That means any strategy based on unwritten tradition is guaranteed to fall apart.

It’s like passing on a recipe without the ingredient list:

“You just make the sauce the way we usually do it. You know — a bit of this and a bit of that.”

No. People don’t know.

That’s why “we usually…” creates insecurity during transitions. Not because previous board members did anything wrong — but because the method was never sustainable.

Documentation and transparency demands make old habits outdated

Ten years ago, many HOA boards could function solely on oral agreements and tradition. Today, residents and authorities expect documentation, clarity, and traceability.

This doesn’t mean the board must act like a business. It simply means decisions can no longer rely on “because we usually do it this way.”

As maintenance, digital communication, and everyday complexity increase, old habits become obstacles.

New members often help here. They’re used to digital workflows and modern collaboration.

Digital support makes it easier to leave the “we usually…” culture behind

Digital tools aren’t the solution in themselves. But they support the solution.

When documents, decisions, and communication live in one place, “we usually…” quickly transforms into:

“Here’s how we do it.” “Here are the minutes.” “Here’s the history.”

It’s a small shift but an enormous organizational improvement.

Suddenly, workflows aren’t tied to individuals. They belong to the board.

That shift creates stability, especially for new members.

Board work becomes easier when you let go of old habits

When “we usually…” fades out, a new kind of board work appears. One where:

• new members are welcomed as resources
• experienced members don’t have to carry the entire history
• decisions become clearer
• misunderstandings decrease
• transitions become easier
• responsibility feels shared — not isolated

Many boards think culture change requires major reforms. In reality, it starts far more simply:

With one conversation. One decision to think forward instead of backward. One shared acceptance that “we usually…” is no longer a strength but a sign that a past method has reached its expiration date.

FAQ: Why the “we usually…” culture doesn’t work in practice

1. Why is “we usually…” a problem in HOA boards? Because it relies on memory and individual habits. When key people leave, knowledge disappears and uncertainty increases.
2. Why are new board members important for progress? They see patterns and opportunities that long-time members may overlook. Their perspective makes workflows lighter — if you give them space.
3. How do you avoid conflicts rooted in old habits? By documenting decisions and the reasoning behind them. When history isn’t preserved in people’s heads, misunderstandings fade.
4. Can digital tools help here? Yes, moderately. It’s not about technology — it’s about having one shared place for documents and history to reduce guessing.