Modern Communication Overload
When AI Makes Managing Associations Take Longer
Artificial intelligence has transformed the way we communicate, but it has also created an unexpected problem: communication overload. Instead of saving time, many AI generated emails, reports, meeting summaries, and responses have become significantly longer than the original message they were meant to simplify.
Whether your property is in Glen Ellyn or Geneva Illinois, Board members and Owners want quick and concise communication. Think about how often someone copies an email into an AI assistant and asks for a summary. The AI produces a polished response that is often two or three times longer than the original email. That expanded "summary" is then forwarded to others, who ask AI to summarize it again. Before long, everyone in the communication chain is spending more time reading than if they had simply read the original message.
The issue is rarely the AI itself. Most AI models default to being helpful, thorough, and conversational. Unless instructed otherwise, they assume more explanation is better. The result is unnecessary context, repetitive wording, and paragraphs that add little value.
The solution is surprisingly simple. Give your AI clear instructions to prioritize brevity. Try adding simple prompts such as:
"Summarize this in 75 words or less."
"Reduce this by 50% while preserving all key information."
"Use bullet points with no more than five items."
"Write this at an eighth grade reading level."
"Remove unnecessary adjectives and filler words."
"Return only the action items."
"Limit each paragraph to two sentences."
"If something is not essential to the reader, omit it."
These simple commands dramatically improve readability and help everyone consume information more efficiently.
As individuals increasingly rely on AI, concise communication will become a competitive advantage. HOA management already involves Board members, Property managers, Owners, Maintenance Coordinators, Assistants, Accounts Receivable, etc. Employees spend countless hours reading emails, reports, chat messages, and meeting notes. Saving even one minute per communication can translate into dozens of productive hours over the course of a year.
AI is an incredible productivity tool, but only when we guide it effectively. The next time you ask an AI to write or summarize something, remember that shorter is often better. Clear, focused communication respects your reader's time, speeds decision making, and ensures the most important information is never buried beneath unnecessary words.
About the Author
Paul is a founding partner of PMI Service Group and has more than 24 years of experience owning and managing investment properties in Illinois and Indiana. Paul manages the Association side of the business today operating out of Glen Ellyn, working with HOA homeowners associations, condominium associations and commercial properties throughout northern Illinois. His experience includes board governance, reserve planning, construction oversight, capital improvement projects, collections, and Illinois community association operations.
About PMI Service Group
Property Management
PMI Service Group manages residential rental homes, Associations, commercial properties and even commercial Associations. We also offer brokerage services for homeowners looking to sell their homes. We also conduct property acquisitions off-market, helping people who face foreclosure or private sales between real-estate investment clients looking to trim or add to their real estate portfolio(s). With many years of experience in construction, engineering, design, rehabs, investment property, property management and portfolio management, let's have a conversation about managing your Association.
Real-Estate Investors
We also conduct property acquisitions off-market, helping people who face foreclosure or private sales between real-estate investment clients looking to trim or add to their real estate portfolio(s).
Local Team
With many years of experience in construction, engineering, design, rehabs, investment property, property management and portfolio management, let's have a conversation about what good management really means. We're local and experienced and would love to hear from you.
PMI Service Group
630-912-8742
