Question: How do we set up a shared email system that reliably captures out of meeting decisions and gives owners a clear way to contact the committee?
Our strata committee meets only once per year. All communication between members and decisions made are conducted via private email. Unless the body corporate manager is included, these emails do not form part of the strata record. How do we set up a shared email system to ensure decisions are part of the strata record and to assist owners and occupiers to contact the committee?
Answer: A purpose-built strata communications platform creates an audit trail, keeps correspondence accessible to all committee members, and gives owners a consistent point of contact.
Really common pain point, and a great example of where the right technology solves two problems at once. Refer to your body corporate manager (BCM) on the compliance and record-keeping requirements in your state.
Regarding the technology, the first problem is internal. Decisions via private email mean no shared record, no visibility, and no audit trail. When a committee member leaves, that history goes with them.
The second problem is external. Owners have no clear, consistent way to reach the committee. That creates frustration and a feeling of being shut out.
What you’re really looking for is a shared, structured communication layer, something that sits between private inboxes and the formal strata record. For me, the answer here is a purpose-built strata communications platform.
Three things to look for: does it create a clear audit trail, can multiple people access it without it living in one person’s inbox, and does it give owners a professional and consistent way to make contact. Loop in your BCM on the compliance piece, but the conversation about the communication infrastructure is worth having now.
This post appears in the July 2026 edition of The QLD Strata Magazine.
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