In a comprehensive discussion between Thomas Beattie, CEO of OctoAI, and Sean Jordan, Founder of StrataPress, the conversation revealed practical strategies for addressing one of the most persistent challenges in strata management: how to streamline operations for volunteer council members who are managing multimillion-dollar corporations with limited time and resources.
The Reality of Strata Council Management
Sean Jordan brings a unique perspective to this challenge, having served as a council member and president for three different stratas over fifteen years while leveraging his 25+ years of experience in internet technologies. His insight is striking: “We’re essentially putting volunteers in charge of a multimillion-dollar corporation” with little training or support systems.
The fundamental disconnect is clear. Council members often express frustration, saying “I don’t have the need to learn all this… I need someone to tell me what to do.” They don’t want to master the Strata Property Act or complex budget management, yet they’re responsible for exactly these tasks.
The Foundation: Centralized Document Management
The first and most critical step toward efficiency is solving the document management crisis. Sean explains the common scenario: “Council members store documents in personal emails, desktops, paper folders. This creates confusion, slows down responses.” When combined with regular council turnover, this scattered approach creates institutional knowledge gaps that can be devastating.
The solution involves creating centralized, searchable digital systems that allow for:
- Keyword searches across all historical documents
- Immediate access for new council members to full historical records
- Elimination of physical handoffs when councils change
- Prevention of version control issues with duplicate documents
As Sean notes, “New council members can be granted instant access to a full historical record. There’s no need for that physical handoff of ‘where’s the binder?’”
Streamlining Decision-Making with Digital Tools
One of the most innovative approaches discussed was the implementation of digital voting systems for routine decisions. Many councils meet only quarterly, which can create dangerous delays for time-sensitive issues.
Digital voting enables:
- Asynchronous decision-making where council members can review and vote when their schedules allow
- Faster response times for approving quotes under spending limits
- Documented decision trails that can be ratified at the next formal meeting
- Elimination of scheduling conflicts for minor decisions
The key is establishing clear protocols for what types of decisions can be made digitally versus those requiring formal meetings.
The Power of Standardized Templates
Sean emphasizes how “unstructured, loosely run meetings can go off topic very quickly or run over time.” The solution lies in creating standardized templates that provide structure and reduce anxiety for both council members and attending owners.
Effective templates include:
- Time-blocked agendas that prevent single issues from dominating meetings
- Standard formats for meeting minutes and documentation
- Predefined roles and responsibilities for each council position
- Clear escalation pathways for different types of issues
This approach “encourages preparedness and accountability” while making council service less intimidating for newcomers.
Communication Channels That Actually Work
StrataPress has developed a sophisticated approach to communication that addresses the common problem of council members creating separate emails for strata business that they then forget to check. The system includes four distinct communication channels:
- Updates – From council/management to all owners
- Discussions – Among council members, with selective owner inclusion
- Requests – From owners to council/management
- Notices – Targeted communications to specific owners
The transparency aspect is crucial – “Nothing gets deleted. It’s all archived” – while providing detailed tracking of email delivery, opens, and bounces. In one case, onboarding 4,000 owners revealed over 400 bounced emails (10%), indicating significant communication gaps that the property management company wasn’t even aware of.
Task Management and Prioritization
Rather than letting action items “slip through the cracks between meetings,” effective strata councils need structured task management systems. Sean recommends tools that can:
- Prioritize urgent tasks (roof leaks) over routine ones (website updates)
- Track maintenance and repair items across seasons and years
- Monitor compliance deadlines for insurance and regulatory requirements
- Facilitate smooth transitions when council members change
The key is avoiding the trap of creating “endless lists of things that never get done” by maintaining focus on actionable, time-bound items.
Data-Driven Decision Making
Perhaps most importantly, Sean advocates for moving “from reactive mindset to proactive planning approach.” This requires tracking and analyzing:
- Financial trends including budget versus actuals and rising costs
- Maintenance history to identify patterns and failure points
- Owner feedback to spot recurring issues before they escalate
- Insurance claims to prevent future problems
- Vendor performance to optimize service relationships
Without reliable data, councils often make decisions based on “opinions, assumptions, past habits,” leading to inconsistent outcomes and repeated mistakes.
The AI-Powered Future
Looking ahead, Sean envisions integrating AI components that can “walk a council member through the tasks they have to do as a group and as individuals” while enabling quick access to relevant documentation. For example, asking about pet bylaws would provide both the answer and direct links to the specific bylaw documents.
This technological evolution aims to make strata management “way easier to do” while maintaining the transparency and accountability that effective governance requires.
Three Key Takeaways for Strata Councils
Sean’s recommendations, distilled from decades of experience, focus on three essential areas:
- Maintain Transparency – This single factor “reduces friction and reduces conflict” more than any other approach
- Stick to Your Mandate – Focus on maintaining common property for the benefit of all owners, avoiding personal disputes and mediation roles
- Embrace Efficiency Tools – Technology can significantly reduce the effort required, but it takes intentional implementation
The Investment Protection Mindset
Ultimately, Sean frames council service as investment protection: “I was always on council because I was protecting my investment.” For most people, their strata property represents their largest financial investment, making active participation in governance a logical financial decision.
Moving Forward
The conversation between Thomas and Sean highlights that while strata council service will always require effort, the right combination of technology, processes, and mindset can make it significantly more manageable. The key is recognizing that “councils should be focused on oversight and not administration”, and then building systems that make that division of labor possible.
As the strata management industry continues to evolve, communities that embrace these streamlined approaches will likely see improved decision-making, reduced conflicts, and better long-term outcomes for their most valuable shared investment.
For more information about streamlining strata operations, visit stratapress.com to learn how technology can simplify your council’s workload.