Productivity and Time-Saving Hacks Every Strata Manager Should Know
Strata management is a fast-moving, people-focused profession where no two days look the same. Between committee meetings, owner emails, compliance deadlines, phone calls, and maintenance issues, even the best software systems can only go so far. True efficiency comes down to how individual managers organise themselves how they plan, prioritise, and protect their time.
We asked several of our strata manager subscribers across Australia for their best tips; we have complied them here (we have kept it short and to the point to save time).
1. Start Each Day with Structure
Spend the first 15 minutes mapping out your priorities. Identify three to five “must-complete” tasks that will make the biggest difference today. Review your calendar, flag urgent deadlines, and scan your inbox for anything needing immediate attention. A short, intentional start saves hours of reactivity later.
2. Batch Similar Tasks
Avoid constant task-switching, it’s a silent time killer, studies show it takes 25 minutes to refocus. Group similar work into blocks: return all calls at once, process approvals together, and set two or three windows a day for emails. Batching builds focus and reduces mental fatigue.
3. Use Templates and Canned Responses
Strata communication often repeats itself. Create a library of short, clear templates for common replies things like by-law breaches, levy reminders, meeting notices, or maintenance updates. Adapt and personalise them before sending, but don’t start from scratch each time. A few minutes building your own “response kit” pays off daily.
4. Master Your Calendar
Colour-code tasks by building, urgency, or category. Use recurring events for regular duties, agendas, insurance renewals, budget prep. Set reminders to follow up with contractors or owners. A visible, structured calendar keeps the week predictable.
5. Pick Up the Phone
When an issue has already generated multiple emails, a quick phone call can save significant time and prevent misunderstandings. Use the call to clarify details, confirm responsibilities, and agree on next steps. Treat emails as a record of the conversation rather than the primary tool for resolution; write them afterward to confirm actions, not to negotiate them. This approach reduces back-and-forth, speeds up problem-solving, and keeps projects moving.
6. Delegate Clearly
If you have an assistant or shared team, delegate once and do it clearly. Use written handovers in your task system, not verbal instructions, to reduce double-handling. Check progress at set times rather than hovering. Trust and clarity turn delegation into genuine time savings.
7. Control Interruptions
Silence email and phone notifications during deep work periods. Many managers find a simple rule helps: “two focused hours each morning, meetings and calls after lunch.” Communicate your routine so the team knows when to reach you and when not to.
8. Maintain a “Quick Reference” File
Keep a personal cheat sheet: your building list, key trades, insurance details, and recurring contacts. A searchable digital note (OneNote, Notion, or Google Docs) saves minutes every time you need a phone number or reference clause.
9. End the Day with a Reset
Use the final 10 minutes to tidy your desk, close loops, and set priorities for the next day. This simple ritual reduces stress and helps you leave work mentally clear.
10. Keep Learning
Time-saving isn’t static new tools and AI assistants are emerging every month. Stay curious, test new ideas, and share what works with your team. The best managers evolve their systems constantly.
Final Thoughts
The most effective strata managers aren’t necessarily the busiest they’re the most organised. By mastering a few consistent habits and embracing the right digital helpers, you can reclaim hours each week and focus more energy where it matters most: building relationships, solving problems, and running great schemes.
Some useful links:
Podcast with Gloria Marks PhD on attention spans
Relaxation strategies from Beyond Blue