Effective communication is at the heart of every successful strata or body corporate community. It keeps everyone informed, helps resolve issues quickly, and builds trust among owners and residents. Strong communication aims for your community runs smoothly and harmoniously, whether sharing updates, making decisions, or handling unexpected challenges.
So, who is responsible for making this happen? That’s where the committee comes in.
While this is a voluntary role, it comes with a legal obligation to act with due care and diligence. Committee members are expected to make decisions that benefit the whole community, maintain transparency, and that the property is managed fairly.
Strong communication is not just helpful for performing these tasks effectively. It empowers committee members to collaborate, stay informed, and engage meaningfully with residents. This article aims to explore the best practices for everyday communication. Helping your committee stay effective, informed, and connected with your community.
Good communication within a strata or body corporate committee is essential for a harmonious and well-functioning community. It helps resolve issues quickly, keeps everyone informed, and builds trust among residents. When communication is clear and open, the whole community benefits. Here are some practical insights into why good communication matters and how it can make a real difference in your strata or body corporate community.
Strata or body corporate committees often interact with various stakeholders, each with unique needs and priorities. Navigating these differences can be challenging, but effective communication plays a key role in overcoming obstacles and ensuring that projects are completed smoothly.
Committee members are typically the first point of contact for residents who have questions, complaints, or disputes. By communicating clearly, committee members can resolve most issues quickly and efficiently.
Disagreements can sometimes occur between owners, residents, or even with managers. When these situations arise, open discussions and fair mediation by the committee help so that everyone feels heard and respected.
Committees play an essential role in making sure all owners are aware of the by-laws and building rules. Maintaining good communication keeps everyone informed and encourages compliance throughout the community.
Shared living relies on collaboration and joint decision-making among all residents. By communicating effectively, misunderstandings can be prevented, conflicts reduced, and a stronger sense of unity built within the community.
Communication can be challenging because residents may have different backgrounds, schedules, and interests. Without clear channels, important information might be missed, and conflicts can easily escalate.
Strong communication helps create a more enjoyable, functional, and harmonious community for everyone, fostering a positive environment where people feel connected and supported.
We’ve now established how important effective communication is for a successful strata or body corporate community. Let’s look at some best practices for efficient everyday committee communication.
Good communication isn’t just for big decisions or emergencies; it keeps your committee running smoothly every day. When communication is clear and consistent:
Making everyday communication a priority is important. By following best practices, your committee can make better decisions and quickly resolve issues. This also helps build a more connected and harmonious community.
Research topics, attend meetings ready, and share informed recommendations.
Appoint one person as the main point of contact to streamline information and avoid confusion.
Decide how you’ll communicate with each other and residents. This could be through emails, newsletters, forums, or meetings.
Invite feedback and questions from all members. Use informal tools like newsletters or community gatherings to keep everyone engaged.
Schedule meetings regularly to discuss plans and address concerns. Minutes helps keep the books and records updated and owners informed.
Establish how your committee make decisions, manage by-law or building rule breaches, repond to complaints, and review owner applications. If unsure, your strata manager can help set up these protocols.
Everyone on the committee has an equal say, so it’s essential to keep all members in the loop. Leaving someone out can cause unnecessary tension.
Having a conflict of interest doesn’t mean someone should be excluded. It just means they shouldn’t vote on that particular issue. Keeping communication open and respectful helps the committee work well together.
Committee members aren’t legally required to reply to every message, but a quick acknowledgment can help avoid confusion or frustration. Since most committee roles are voluntary, it’s good to keep communication respectful, succinct, and realistic.
If you have a genuine issue, the best way to get it considered is by submitting a formal motion to include on a meeting agenda. That way, it’s handled correctly and within the set timeframes.
Living close to others means being thoughtful and realistic. Noise and shared spaces are part of community life, and everyone has the right to enjoy common areas, within the rules, of course.
If something’s bothering you, how you raise it matters. A calm chat or a polite note can go a long way. Jumping straight into confrontation usually makes things worse. A little kindness can make a big difference.
Choosing the right communication channels is essential for keeping your community informed. It helps maintain transparency and that records are accurate and accessible. The channels you use, and how you use them, can impact privacy, professionalism, and how well your committee meets its legal and ethical responsibilities. It’s crucial for every committee to establish and effectively use designated channels for communication. These can include:
Email is quick and convenient for formal notices, meeting minutes, and updates. However, emails become part of the scheme’s official records and can be accessed by owners or their representatives. Avoid using email for major decisions; these should be made in formal meetings with proper notice and recorded minutes.
Secured community websites, forums, direct messaging, and apps are excellent for quickly sharing information and documents on lighter topics. They help keep everyone engaged and informed.
Regular newsletters are a great way to keep residents updated on events, decisions, and important news. To capture attention, make them engaging and informative.
Private groups can foster community spirit and quick updates. However, they should always maintain professionalism and protect privacy. Avoid discussing sensitive or official business in these spaces and that the members to the group is updated.
Noticeboards in communal areas are ideal for quick reminders, while online portals provide a central place for documents, requests, and discussions.
Your committee can benefit from using a mix of clear, appropriate communication channels and following best practices.
Always consider what’s best for the community, and remember: when in doubt, keep it clear, factual, and business-focused.
A code of conduct sets clear expectations for committee members and helps maintain transparency, fairness, and accountability. In Queensland, a code of conduct is mandatory according to the Body Corporate and Community Management Act 1997.In other states, it’s considered best practice. Even where not required by law, adopting a code of conduct helps committees act in the best interests of all owners. It also supports good decision-making and builds trust within the community. Even without a formal code, members are still legally required to act in good faith and with due care for the benefit of all owners.
Standards are usually outlined under relevant state and territory laws. These provide clear legal guidelines for how committee members should act following their duties. This typically includes:
Committee members must act in the best interest of the owner’s corporation or body corporate rather than in their own interests. They must prioritise the community’s well-being and the long-term sustainability of the property.
Committee members must exercise reasonable care and diligence in carrying out their duties. This includes making informed decisions, understanding the financial status of the scheme, and seeking professional advice where necessary.
Committee members must disclose any personal interests or financial relationships that may influence their decisions. If a committee member has a conflict of interest regarding a discussed matter, they must abstain from voting on that issue.
Committee members should communicate clearly and openly with owners about their decisions and actions. This helps keep owners well-informed and holdthe committee accountable.
Committee members must respect the confidentiality of sensitive information, such as owners’ personal details or confidential financial information. They should not disclose this information without authorisation.
Having a way to resolve issues internally can make a big difference in how a community handles conflict. It allows residents to raise concerns in a calm, structured setting (like through mediation or informal meetings) before things escalate. Even something as simple as nominating a committee member as a first point of contact can help. The committee can suggest these options, or owners can put them forward as a motion.
When people feel heard, they’re less likely to jump straight into formal dispute processes. Once a matter reaches a government body or tribunal , communication often breaks down, and relationships can suffer. That’s why early, respectful resolution is not just helpful; it’s essential.
Communication within a committee isn’t directly regulated by legislation. Because schemes are designed to be largely self-managed, communication is considered an internal matter. However, stronger measures may be needed when communication becomes excessive or inappropriate.
Good communication is essential to a committee’s smooth operation. By setting clear expectations, schemes can prevent disputes from escalating and protect relationships within the community.
The strata or body corporate committee is responsible for managing the common property and making decisions on behalf of all owners. To maintain trust and fairness, it’s essential that committee actions are transparent and that any personal interests are disclosed. This helps protect the interests of all owners, legal compliance, and supports a united community.
Know the boundaries of committee decision-making. Respecting these limits helps balance power and keeps the process fair for everyone.
If you have a personal, commercial, or financial interest in a matter, always disclose it to the committee and recorded it in the meeting minutes.
Record all key decisions, including their reasons, in the minutes. This helps keep a clear record and allow owners to stay informed.
Keep all owners updated on important matters like insurance renewals, budget reviews, and major projects. Use plain language and consider what information you would want if you were in their position.
Encourage questions and feedback from owners. Ask yourself: “Would I want to know about this decision if I were another owner?” If the answer is yes, share it.
To reach everyone, share updates in meetings and through newsletters, emails, or noticeboards. Using additional channels helps reinforce key messages, but they don’t replace formal obligations.
To further promote disclosure and transparency, consider how you communicate within and outside formal meetings. Decisions should be clearly documented in the minutes to support openness and accountability. Think from another lot owner’s perspective. What would you expect your committee to communicate with you if roles were reversed? With that in mind, always strive to keep all owners informed about key matters, such as:
Even in the best-managed communities, emergencies and unexpected issues can arise. This could include urgent repairs, safety concerns, or significant damage. How a committee communicates and responds makes all the difference in these situations. Emergencies can be handled effectively by acting quickly, staying transparent, and involving owners when needed. This helps maintain trust and accountability within the community. Here’s how to handle crisis communication effectively:
Committees often have the authority to act fast when something needs immediate attention, like emergency repairs or a safety issue. Use these emergency powers to keep the property safe and functional, even if you can’t wait for a general meeting.
Transparency matters, especially in stressful times. After taking emergency action, report what was done and why at the next general meeting. This keeps owners in the loop and builds trust. For immediate updates, consider placing a temporary notice in a visible common area. This could be near the entrance or mailboxes, to let residents know what happened and what steps were taken. This helps reassure the community and reduces uncertainty in the moment.
Some urgent decisions may go beyond the committee’s authority. These include major repairs after a storm, approving significant unplanned expenses, or addressing serious safety concerns. In these cases, call an emergency Extraordinary General Meeting (EGM) so all owners can have their say.
Clear communication is key during and after a crisis. Let owners know what’s happening, what actions are being taken, and why. Always document decisions and actions for accountability.
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Effective communication is the foundation of a well-functioning strata or body corporate committee. From everyday updates to emergency responses, the way a committee communicates shapes how decisions are made, how owners stay informed, and how trust is built within the community.
Committees can lead with confidence and clarity by following best practices, such as keeping communications factual and professional, using designated channels, documenting decisions, and respecting legal boundaries. Ultimately, good communication isn’t just about sharing information; it’s about creating a connected, informed, and harmonious community.
This article is edited by Lauren Shaw Regional General Manager and Licensee-in-Charge on August 2025.
