There is no doubt that strata managers play an essential role in the day-to-day management of strata communities and their agendas. Their responsibilities are vast, and their efficiency can significantly impact the smooth operation of your community.
The Importance of Information
The more information that a strata manager has access to, and that stays on the record of communication, the less they have to piece together and confirm. This ultimately reduces the time it takes to rectify any given issue. Clear and comprehensive communication is key to effective management.
Follow-Ups: A Necessary Practice
Strata managers, like all of us, are human. They may not always be available or might occasionally miss an inquiry. Delays in response can also occur if your strata manager is waiting on information, quotes, or a response from a third party. While your manager will always try to keep you informed, if you’ve reported an issue and haven’t received a timely response, don’t hesitate to follow up.
Polite and persistent follow-ups ensure that your manager is aware of your inquiry and keeps you in the loop. When following up, attach your previous correspondence or use the same email chain to help your manager assess the history of the matter and increase efficiency. Additionally, asking for an update by a specific date can help establish a concrete timeline for rectification.
Remember, your strata manager is there to help you! Maintaining patience and courtesy will always lead to more positive outcomes.
Avoiding Overcommunication
While communication is crucial, overcommunication can cause confusion and delay the process. Strata managers deal with numerous issues daily, so it’s important to differentiate between non-urgent, urgent, and emergency matters:
Non-Urgent: Most matters fall under this category, such as account inquiries or administrative actions. These issues are best raised via email, with an expected response time of 3-7 business days.
Urgent: Urgent matters should be clearly indicated and raised either via email or through the strata manager’s preferred communication channel. These issues might include facility outages, security issues, or utility failures, with an expected response time of 1-3 business days.
Emergency: For emergencies, phoning your strata manager is the best approach. Emergencies typically involve imminent safety issues or dangerous circumstances. Always contact emergency services first if required.
Document Everything
When contacting your strata manager with an issue, ensure you document and provide all relevant details, including photos, locations, dates/times, descriptions, and access details. This thorough documentation helps in the swift and accurate resolution of issues.
By following these guidelines, you can help your strata manager assist you more effectively, ensuring a well-managed and harmonious community.
For more information, visit SCA (WA) or contact us at admin.wa@strata.community.
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