Strata meetings are crucial to managing a property, whether you’re a property owner attending general meetings or a council member responsible for day-to-day decisions. However, they can quickly become inefficient, leading to frustration and wasted time. The good news? With the right approach, you can run a productive strata meeting that keeps everyone engaged, informed, and on track.

Understanding the Two Types of Strata Meetings

Before we dive into productivity tips, it’s essential to distinguish between the two main types of strata meetings. Understanding these types will not only make you feel more informed but also better prepared for the specific challenges and opportunities each type presents.

1. General Meetings (AGMs and EGMs) – These are attended by all property owners and cover major decisions like budgeting, by-law changes, and elections.

2. Council Meetings are smaller, more frequent meetings where elected council members handle operational and administrative matters.

Each meeting type requires a different approach, but both benefit from strong leadership, clear communication, and efficient time management.

A well-structured agenda is essential for a successful meeting. Make sure to include the following:

• Key discussion points

• Time allocations for each item

• Supporting documents (such as financial reports and proposals)

• A clear objective for each agenda item (indicating whether it requires a decision, discussion, or update)

Send the agenda to all attendees at least one week in advance, allowing them time to review and prepare. Attendees are expected to have read all supporting documents before the meeting. The meeting is not the time to read these documents but to discuss key points and make informed decisions.

2. Set and Respect Time Limits

Time management is crucial in strata meetings. Here’s how to keep things moving:

• Start on time and discourage late arrivals from disrupting the meeting.

• Allocate specific time slots for each agenda item.

• Use a timer or appoint a timekeeper to prevent discussions from dragging on.

• Defer lengthy debates to separate working groups or future meetings if needed.

3. Stick to the Agenda

One of the biggest time-wasters in strata meetings is veering off-topic. To stay focused:

• Politely steer discussions back to the agenda if they go off track.

• Encourage attendees to raise off-topic issues under “Other Business” at the end.

• Limit unnecessary debates by summarising key points and moving to a decision.

4. Encourage Constructive and Respectful Communication

Strata meetings can sometimes become heated, especially when discussing financials or by-laws. To keep discussions productive:

• Establish and enforce meeting etiquette (e.g., one person speaks at a time, with no interruptions).

• Foster a solution-oriented mindset rather than dwelling on complaints.

• Mediate conflicts neutrally and professionally.

5. Use Technology for Efficiency

Technology can streamline meetings in several ways:

• Virtual Meetings: For councils, consider using video conferencing tools to save travel time.

• Online Voting: Use digital polling for quick decision-making in general meetings.

• Document Sharing: Platforms like Google Drive or strata management software help keep everyone informed.

6. Record Key Decisions and Action Items

A productive meeting isn’t just about discussions—it’s about decisions. Ensure that:

• Minutes are recorded clearly, highlighting decisions, action items, and deadlines. Do not minute discussions, only the results of the debate. 

• Follow-ups are assigned to specific individuals with clear timelines.

• Minutes are distributed promptly after the meeting to keep everyone accountable.

7. Wrap Up with a Clear Summary

Before closing the meeting:

• Recap the key decisions and action items.

• Confirm deadlines and responsibilities.

• End on a positive note to maintain engagement for future meetings.

In Conclusion

Strata meetings don’t have to be long and frustrating. By setting clear expectations, managing time wisely, and fostering respectful communication, you can ensure meetings are efficient, productive, and beneficial for all stakeholders. Short, concise meetings encourage more participation, making attendees more willing to engage. While having a strata manager attend meetings adds expense, an experienced strata manager can be invaluable in keeping meetings productive and efficient. Whether you’re a property owner attending a general meeting or a council member running a council meeting, these strategies will help you get the most out of your time.

Citations and Sources: 

1. Premium Strata. 2024 Strata Survey: Understanding Owner Expectations in Strata Management. Accessed March 25, 2025. https://premiumstrata.com.au/2024-strata-survey.
   
   

2. Macquarie Bank. 2023 Macquarie Strata Management Benchmarking Report. Accessed March 25, 2025. https://www.macquarie.com.au/assets/bfs/documents/business-banking/bb-strata-industry/2023-macquarie-strata-benchmarking-report.pdf.
   
   

3. Swiftlane. "Survey Results Show the Power of Property Management Technology." LinkedIn Pulse, 2024. Accessed March 25, 2025. https://www.linkedin.com/pulse/survey-results-show-power-property-management-technology-swiftlane-cbzmf.
   
   

National Apartment Association (NAA). AI Adoption in Multifamily: The Reality Behind the Hype. 2024. Accessed March 25, 2025. https://naahq.org/ai-adoption-multifamily-reality-behind-hype.