HOW TO COMMUNICATE EFFECTIVELY WITH YOUR STRATA MANAGER

As strata managers, we strive to provide timely and effective communication to assist lot owners and committees with their inquiries. However, with a high volume of emails and requests each day, the way information is sought can impact how quickly a response is received. By adapting to structured communication practices, owners and committees can help streamline the process, ensuring faster and more efficient outcomes. The below will explain how to communicate effectively with your Strata Manager.

Tips to Get Information Faster – How to communicate effectively

1. Use the Strata Portal or Website First
Before sending an email, check if the information you need is already available on your strata management portal or website. Documents such as by-laws, meeting minutes, financial statements, and maintenance updates are often readily accessible.

2. Be Clear and Concise in Emails
When emailing your strata manager, provide all relevant details upfront, including your property address, issue description, and any supporting documents or photos. This reduces back-and-forth emails and helps us address your request faster.

3. Understand Response Times
Urgent matters, such as building emergencies, should always be reported via the designated emergency contact. For general inquiries, be mindful that response times vary depending on the complexity of the issue. Referring to communication policies can help set realistic expectations.

4. Use the Right Communication Channel
Different types of inquiries may have different preferred channels. Maintenance requests, levy payments, and general questions might be best handled through an online request form, while meeting discussions are more suitable for formal committee correspondence.

5. Keep Group Emails to a Minimum
Avoid copying multiple recipients into emails unless necessary. When too many people are included, responses can become delayed due to confusion over who is responsible for replying.

6. Schedule Committee Discussions for Complex Issues
If an issue requires detailed discussion, consider raising it at a committee meeting rather than through long email threads. Strata managers can provide more comprehensive guidance in a structured setting.

7. Respect Office Hours for Non-Urgent Matters
Strata managers work within designated business hours, and while we aim to be responsive, non-urgent queries should be submitted during working hours to ensure proper handling.

Summary

By following these simple communication strategies, lot owners and committees can receive the information they need faster and more efficiently. Structured inquiries, the use of available resources, and understanding response protocols all contribute to a smoother, more effective strata management experience. By working together, we can enhance communication and ensure a well-managed community for everyone.

Article Contributed by Adam Ford, Partner, Archers the Strata Professionals.