Revolutionizing Strata Council Decision-Making: Embracing Digital Transformation
In an era where technology has streamlined our decision-making processes, the traditional approach of waiting for council meetings to make decisions seems archaic. This is a crucial lesson not just for strata councils but for all boards. The reliance on physical meetings for decision-making is not only outdated but also a deterrent to efficient and effective governance.
The Drag of In-Person Meetings
Have you ever heard the expression, “if you want something done ask a busy person to do it”? Volunteer councils are full of people who tend to be those people who are busy and ‘get things done’. So coordinating schedules for in-person meetings for this subset of people can be a logistical nightmare.
Meanwhile, the actual meetings, if not well-chaired, are often overrun by lengthy discussions and unstructured speaking times that contribute to participant burn out. Add travel time and the challenges of properly recording motions and votes to this mix, and you have a recipe for impotence. Such time-consuming processes are unnecessary and can actively discourage competent, altruistic, invested individuals from joining councils.
Embracing Technology for Better Decision-Making
In contrast, using software solutions like PowerStrata offers a more streamlined and effective approach. This software allows for propositions to be discussed, votes to be recorded, and deadlines set, all within a virtual environment. This method gives council members time to thoughtfully weigh the pros and cons of each decision, a luxury seldom afforded in the pressure cooker of in-person meetings.
The Traditional Process vs. A Modern Approach
Typically, council meetings follow a cumbersome process: setting a date, creating an agenda (often forgetting critical decision points), and then attending the meeting, which usually devolves into rehashing past decisions or failing to address key issues. The requirement by the BC government for strata councils to prepare and distribute general meeting notice packages two weeks in advance, with no alterations to the agenda, is a step in the right direction that councils should take a page from when coordinating their council meetings.
Guiding Strata Councils Towards Efficiency
In my work with strata councils, I advocate for the use of PowerStrata software. As a strata manager, I post items requiring decisions within the PowerStrata online portal – from bylaw infraction fines to major maintenance tasks. This system allows council members, the strata manager, and possibly the caretaker to review materials, ask questions, and discuss items well before any physical meeting. They can engage with the content at their convenience, be it during a lunch break or in the early hours of the morning.
Recording and Rubber-Stamping Decisions
The beauty of this approach is that all information, including resolutions and votes, are recorded by the Strata Manager in advance of the meeting. The actual meeting then becomes a formality – a rubber-stamping exercise for decisions already made online. This approach eliminates arguments, surprises, and the triumph of hidden agendas.
Conclusion: Embracing Change for Better Governance
The need for councils to adapt to modern decision-making methods is clear. By embracing technology, we can facilitate more thoughtful, well-informed decisions made in a fraction of the time taken by traditional meetings. This not only streamlines governance but makes it more accessible and appealing to those who might otherwise be deterred by the inefficiencies of the old system. It’s time to move away from a 'wait for the meeting' mindset and into a future of more efficient, effective decision-making.
