Managing a strata or multi-tenant building isn’t just about keeping the lights on and the lifts running—it’s a juggling act of compliance, maintenance, communication, and financial oversight. As buildings become more complex, so do the challenges faced by strata and building managers.
Between managing maintenance requests, handling resident complaints, ensuring compliance and keeping finances in check, it’s a high stakes balancing act. Let’s not forget the constant barrage of emails, calls, and WhatsApp messages from owners and tenants demanding immediate responses (usually with a hint of urgency and frustration).
But here’s the good news—technology is stepping up to make life easier. The right digital tools can streamline operations, improve efficiency, and (dare we say) bring some sanity back to property management. Let’s dive into the five biggest challenges and explore how smart solutions are making life easier.
1. Communication Breakdowns with Residents
The Problem:
Miscommunication (or lack of communication) is a major headache. Owners, tenants, contractors, and committee members all expect immediate responses, leading to an overwhelming flood of emails, phone calls, and messages from multiple platforms. Keeping track of important updates, complaints, and service requests becomes a logistical nightmare.
The Solution:
A centralised communication platform can consolidate all messages into one place, reducing the chaos. Modern management software allows managers to send mass updates, automate responses, and keep track of conversations in an organised system. Residents can submit requests through a single portal, ensuring that nothing gets lost in an inbox black hole.
■ Pro Tip: Set up automated FAQ responses to cut down on repetitive queries by pre-empting the most commonly asked questions.
2. Maintenance & Repairs Mayhem
The Problem:
From leaky pipes to malfunctioning lifts, maintenance issues are a constant headache. Managers need to track service requests, schedule repairs, ensure contractors are compliant and show up on time, and keep residents informed—all while avoiding disputes over who’s responsible for what.
The Solution:
An automated ticketing system allows residents to submit maintenance requests digitally, which are then automatically assigned to the right service provider. Real-time tracking helps managers monitor progress, while automated notifications keep residents updated. No more back-and-forth emails or sticky notes on your desk reminding you to call the plumber.
■ Pro Tip: Make sure your software has preventative maintenance schedules, helping managers stay ahead of potential issues before they turn into expensive emergencies.
3. Compliance & Regulatory Headaches
The Problem:
Strata legislation, fire safety regulations, insurance requirements—keeping up with ever-changing compliance standards is a full-time job in itself. One missed deadline or overlooked inspection can result in hefty fines or liability issues.
The Solution:
A digital compliance management system can automate reminders for key deadlines, store essential documents in a secure location, and ensure nothing slips through the cracks. From tracking annual fire safety inspections to ensuring the building is compliant, technology can handle the finer details, so managers don’t have to.
■ Pro Tip: Look for software that provides real-time updates on legislative changes to stay ahead of new requirements.
4. Financial Management Nightmares
The Problem:
Managing levies, invoices, budgets, and expenses manually is more than just time-consuming—without the right systems it’s a financial disaster waiting to happen. Lost invoices, delayed payments, and accounting errors can quickly lead to cash flow issues, disputes with owners, and even legal complications.
The Solution:
An integrated financial management platform that links with building management software, ensuring smoother financial reporting. This simplifies budgeting, invoicing and payment processing. Automated reminders for overdue levies and digital expense tracking eliminate guesswork and reduce human error.
■ Pro Tip: Set up automated payment options with multiple methods (credit card, direct debit, BPAY) to make paying levies or other building charges as effortless as a Netflix subscription—because no one enjoys a “friendly reminder” about overdue fees.
5. Security & Access Management
The Problem:
Keeping track of keys, fobs, and access codes is a logistical challenge. Security concerns increase when residents lose keycards, unauthorised visitors gain entry, or there’s no proper record of who’s coming and going.
The Solution:
A digital access control system replaces physical keys with smart locks, biometric access, or mobile-based entry solutions. These systems provide real-time access logs, restrict unauthorised visitors, and improve overall security. Visitor management software can also track deliveries, contractors, and guests, ensuring there’s always a digital paper trail.
■ Pro Tip: Choose integrated platforms which allow residents to grant temporary access to visitors, reducing the need for managers to manually handle guest permissions. Check out our integration with SALTO.
The Future of Property Management is Digital
Strata and building management is evolving, and those who embrace technology will find themselves ahead of the curve. From AI-driven maintenance to smart security solutions, tech is transforming the way managers work—making operations smoother, residents happier, and buildings more efficient.
Are you ready to upgrade your software game? Explore how BuildingLink can help streamline operations and make your job easier.