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Community Manager & Project Manager Weekly Meetings

The communication between the Community Manager and Project Manager is critical to our customer experience. Thats why our CM & PM meet weekly to review projects.

Goal:
By meeting at the same time each week for no more than 1 hour, the Community Manager and Project Manager will have dedicated time to review projects, discuss successes, solve challenges and build a strong relationship of trust and teamwork. 


Establishing Meetings: 

  1. The Community Manager and Project Manager agree on a recurring 1-hour weekly meeting and add it to their respective calendars. Company-wide, these meetings happen every Monday afternoon. 
  2. This meeting should be in person.
  3. The established date should be shared with the Area Manager and Sales Trainer.


Meeting Flow: 

  • The Community Manager will act as the loop closer. When a solution/decision is discussed, the CM should stop, note the action item to resolve, and add it to the Communication Workbook. 
  • The Project Manager should come to the meeting with all Kova/ITK schedules up-to-date, updates added to the Communication Workbook, and ready for review.
  • The Community Manager should come to the meeting having reviewed the Communication Workbook and added in any key dates/updates. 

Customer calls are not made during this meeting. However, following the formal meeting, the CM should make the calls that could benefit from the PM's presence. 

Each week, the following items should be discussed:

  1. (5 min) Wins from the previous week  - closings, peak moments, customer stories 
  2. (5 min) Any retail space maintenance (interior or exterior) for the Area Manager to address 
  3. (5 min) Did last week's action items get completed? 
  4. (40 min) Pull up Kova and Communication Workbook to see all active projects in the community, and review: 
    • (Activity) Sales from the previous week - specs and/or builds,
    • (CX/Meetings) Review and Schedule:
      • Home Design & Pre-construcution Review 
      • Phase 2 Handoff,
      • New Home Orientation
      • Final Walkthroughts 
    • (New Starts) Last week's digs and upcoming week's digs
    • (CIP) Review closings, CX, peak moments 
    • (CX) Customer-specific updates 
  5. (5 min) Recap action items to ensure alignment 
  6. High-five and exit! 

Following the formal meeting, if special communication is needed for a specific buyer, the Project Manager will stay while the Community Manager makes the call, allowing for quick resolution. 

Extra Support

During your weekly meetings with your Area Manager and Sales Manager, share how these meetings are going and if you need extra support to ensure their benefit!