Strata meeting tips: How to run effective strata committee meetings | Centric Strata

Running a productive strata meeting can feel like herding cats — owners come with competing agendas, motions, questions, and sometimes conflict. But with good structure, clear communication, and good leadership, your meetings can become efficient, decision-making sessions that move the scheme forward.

In this post, we’ll share tips for holding effective strata meetings in NSW, setting agendas, encouraging attendance, and ensuring decisions are made (and acted upon).

1. Start with a clear agenda (distributed in advance)

• Why it matters: People need to know what they’re walking into—surprises kill productivity.

• Include: opening, previous minutes, motions, financials, business, new business, Q&A.

• Distribute at least 7 days in advance (or as per the by-laws) so people can prepare.

  
  

2. Set ground rules for meeting behaviour

• Encourage respectful listening (one person at a time).

• Time limits per speaker (e.g. 3 minutes).

• Use chairs/facilitators to stay on topic.

• Try to keep “parking lot” items for off-agenda discussion.

  
  

3. Use motions & proxies correctly

• Only business on the agenda should be moved as motions.

• Require a mover and seconder.

• Proxy votes: ensure valid proxies (per your by-laws/legislation).

• If attendance is low, consider adjournment rather than pushing poor decisions.

  
  

4. Encourage owner participation

• Remind owners ahead (emailed notices, posters).

• Offer hybrid attendance (in person + virtual) if possible.

• Make minutes accessible afterward (online portal, email).

  
  

5. Follow up promptly

• Publish minutes within a week (or as per by-laws).

• Assign tasks, deadlines, and responsible parties.

• Track agenda items not resolved to next meeting.

  
  

6. Use technology to help

• Shared meeting software, digital voting, document portals.

• Online meeting tools (Zoom, Teams) for remote attendance.

Conclusion

An effective strata meeting is not about getting through every agenda item but making meaningful, well-informed decisions that benefit the community. With preparation, structure, clear rules, and follow-up, your next meeting can be a win for efficiency and transparency.