If you’ve been in strata management long enough, you’ll know this: maintenance can either run like clockwork or turn into a never-ending headache. And funnily enough, it’s often not the big issues that throw everything off course; it’s the little mistakes that sneak in unnoticed.
A leaking pipe that goes unchecked. A contractor hired in a rush without the right credentials. A miscommunication that leaves residents frustrated because no one knew when the repairs were happening. Sound familiar?
The truth is, most strata managers don’t deliberately make mistakes. You’re juggling budgets, dealing with owners’ committees, keeping tenants happy, and trying to stay on top of compliance. With so many moving parts, it’s no wonder that some things slip through the cracks.
But here’s the good news: the most common maintenance mistakes are completely avoidable once you know what to look out for.
In this article, we’ll unpack the top slip-ups strata managers make when it comes to strata property maintenance, and more importantly, how to sidestep them. Think of it as your practical playbook for smoother, stress-free property upkeep, saving you time, money, and more than a few sleepless nights.
Why Strata Maintenance Mistakes Happen
Before we dive into the list of common pitfalls, it’s worth asking: why do these mistakes happen in the first place? After all, strata managers aren’t careless; you’re running a tight ship with owners, tenants, suppliers, and compliance bodies all looking to you for answers. Yet even the most experienced managers can find themselves caught off guard.
Here are the big reasons why strata maintenance mistakes creep in:
Too Many Stakeholders, Not Enough Clarity
In strata property maintenance, you’re rarely dealing with one decision-maker. You’ve got owners’ committees debating costs, tenants reporting issues, and contractors trying to fit jobs into their schedules. When communication breaks down, even a simple repair can snowball into delays and disputes.
Budget Pressures and Short-Term Fixes
Few committees enjoy approving big spends. It’s tempting to patch things up cheaply and “deal with it later”. The problem is, later usually costs a lot more. What looks like a saving today often turns into one of those strata maintenance mistakes that blow the budget tomorrow.
Overlooking Preventive Maintenance
Strata property maintenance often falls into a reactive cycle: fix it once it breaks. But without a preventive maintenance plan, buildings age faster, issues pile up, and managers end up stuck firefighting instead of leading.
Relying on the Wrong Contractors
In a rush to get things done, managers sometimes engage trades without checking credentials or insurance. That quick decision might solve today’s problem, but it opens the door to liability, compliance breaches, and unhappy owners down the track.
Lack of Systems and Documentation
Relying on memory, scattered spreadsheets, or emails makes it easy for jobs to slip through the cracks. Without proper systems in place, even diligent managers can accidentally miss compliance dates or lose track of work orders.
The Top 7 Strata Maintenance Mistakes (and How to Avoid Them)
Every strata manager wants to run a building where things just work. But reality has a way of throwing curveballs, and that’s when the most common strata maintenance mistakes show up.
The good news? With the right approach, every single one of these slip-ups can be avoided. Let’s look at the biggest offenders.
Mistake 1: Ignoring Preventive Maintenance
It’s easy to think, “If it’s not broken, don’t fix it.” But in strata property maintenance, that mindset almost always backfires. Skipping routine checks on plumbing, roofing, lifts, or fire safety equipment often leads to major failures, and those are always more expensive to repair.
How to avoid it: Build a preventive maintenance plan with scheduled inspections. Better yet, use strata maintenance management software that automates reminders for recurring jobs so nothing falls through the cracks.
Mistake 2: Poor Record Keeping and Documentation
Ever scrambled through emails trying to remember which contractor fixed the roof leak last year? Or worse, missed a compliance deadline because no one updated the log? Disorganised records are one of the simplest yet most damaging strata maintenance mistakes.
How to avoid it: Centralise everything, from work orders to contractor details, in a digital platform. Having a single source of truth means no more lost documents and complete transparency for owners and committees.
Mistake 3: Choosing Unverified Contractors
When time is tight, it’s tempting to hire the first available tradie. But if that contractor isn’t properly licensed, insured, or vetted, you could be exposing the owners corporation (and yourself) to huge risks.
How to avoid it: Always use verified contractors who meet compliance and insurance requirements. A good strata maintenance management system will only connect you with certified suppliers, making it easier to stay compliant.
Mistake 4: Failing to Budget for Long-Term Repairs
A fresh coat of paint or minor patch job might please the committee today, but if there’s no sinking fund plan for future major repairs, trouble is guaranteed. Strata buildings age, and without proper financial planning, managers end up dealing with frustrated owners and emergency levies.
How to avoid it: Work closely with committees to forecast expenses and maintain healthy sinking funds. Use reporting tools to show the long-term cost benefits of planning ahead.
Mistake 5: Lack of Communication with Tenants and Owners
Few things frustrate residents more than being left in the dark about maintenance works. If tenants don’t know when the lifts will be out of order or owners aren’t updated about repair delays, complaints are bound to pile up.
How to avoid it: Keep everyone in the loop with clear, timely communication. Community apps make it easy for tenants to log requests, track progress, and even rate suppliers, removing the guesswork and building trust.
Mistake 6: Taking a Reactive Instead of a Proactive Approach
Many managers find themselves constantly putting out fires, from burst pipes to broken gates. It feels like progress, but in reality, it’s a reactive cycle that drains time and budgets.
How to avoid it: Shift the focus from “fixing problems” to “preventing problems.” Proactive maintenance supported by digital scheduling tools ensures issues are addressed before they turn into crises.
Mistake 7: Ignoring Legal and Compliance Obligations
Fire safety checks, asbestos registers, insurance renewals; these aren’t optional. Missing a deadline or failing to keep up with regulations doesn’t just risk penalties; it can also endanger residents’ safety.
How to avoid it: Automate compliance tracking with reminders and alerts. Strata managers who use digital tools for compliance rarely miss critical dates, giving peace of mind to committees and owners alike.
By recognising the most common strata maintenance mistakes and taking steps to avoid them, strata managers can turn maintenance from a constant source of stress into a streamlined, well-oiled process
How Strata Managers Can Stay Ahead
Avoiding strata maintenance mistakes isn’t just about putting out fewer fires; it’s about setting up systems that make life easier for everyone: you, the committee, and the residents.
The best strata managers aren’t the ones who scramble to fix problems fastest, but the ones who rarely let those problems spiral out of control in the first place.
So how do you stay ahead of the curve?
Leverage Technology to Automate the Mundane
Gone are the days of juggling endless spreadsheets and email trails. A strata maintenance management software takes care of the heavy lifting, scheduling preventive jobs, tracking compliance, storing contractor records, and keeping owners informed. Think of it as your second brain, designed specifically for strata property maintenance.
Build Strong Supplier Relationships
Having a reliable pool of licensed, insured, and verified contractors on hand makes all the difference. Instead of scrambling for the cheapest or fastest option, you’ll have trusted professionals who understand strata environments and deliver quality work every time.
Prioritise Preventive Over Reactive Work
Shifting your mindset from “we’ll fix it when it breaks” to “we’ll stop it from breaking in the first place” is a game-changer. Proactive checks not only extend the life of building assets but also build trust with owners who see you protecting their investment.
Keep Communication Clear and Transparent
Maintenance issues are stressful when people feel they’re being left in the dark. Regular updates to owners and tenants, whether it’s a notice about upcoming works or a progress update on a repair, go a long way. Community apps make this seamless, ensuring everyone feels informed and included.
Foster a Culture of Accountability
Strata management works best when committees, contractors, and residents all understand their role in keeping the building in top shape. By documenting decisions, following processes, and using tools that keep everything transparent, you set the tone for accountability across the board.
Over to you
Strata maintenance doesn’t have to be a constant juggling act. Yes, mistakes happen, but as we’ve seen, most of the common strata maintenance mistakes can be avoided with the right systems, planning, and mindset.
When managers stay proactive, keep clear records, choose the right contractors, and communicate openly with owners and tenants, the entire process becomes smoother. What once felt like firefighting turns into a well-managed cycle that protects the building’s value, reduces costs, and keeps residents happy.
The real secret? You don’t have to do it all manually. With a dedicated strata maintenance management software like i4T Maintenance, you can:
- Automate preventive maintenance schedules.
- Track compliance and avoid missed deadlines.
- Manage verified contractors with ease.
- Keep owners and tenants in the loop through a community app.
Fewer headaches. Fewer disputes. A more professional, efficient approach to strata property maintenance.
If you’re ready to take the stress out of maintenance and get back to what you do best, managing with confidence, it might be time to see how i4T Maintenance can help. Book a demo today!
FAQs
The biggest mistakes include ignoring preventive maintenance, using unverified contractors, poor record keeping, weak communication, and failing to plan for long-term repairs.
The best way is through proactive, scheduled maintenance and keeping detailed records. This reduces breakdowns and avoids expensive emergency works.
Maintenance is central to tenant happiness. When issues are fixed quickly and common areas are kept safe and clean, tenants feel valued and supported.
Day-to-day maintenance is handled by the strata manager on behalf of the owners corporation. Larger decisions and budgets usually need committee approval.
Always work with licensed, insured, and verified trades. Using a trusted platform ensures you’re engaging professionals who meet compliance requirements.