Onboarding Done Right: How Owners Saved Over $1,000 In Annual Expenses

The role of a body corporate manager isn’t just about maintaining buildings or handling finances, it’s about creating and facilitating well-functioning communities. A proactive manager is one who makes owners feel at ease knowing their shared spaces are in capable hands. That experience is built from day one of being appointed the manager, and it’s the building blocks for the long-term success of the relationship between the strata manager and the owners.

When an owners corporation management company is appointed, the onboarding process is the foundation for everything that follows. It’s the time to assess, organise, and optimise. It’s detail-driven, methodical and precise, but it’s this work that sets the stage for excellence.

In this article, we take a closer look at the importance of a detailed onboarding process and the impact it can have. You’ll learn what’s involved, why it matters and how it can improve the experience for everyone. Let’s jump into it!

What Exactly Is Included In A Body Corporate Manager’s Onboarding Process?

At its core, the onboarding process is the opportunity for the strata manager to take ownership of a transition and ensure it’s handled with certainty, precision, and care. It’s about taking over all the information from a previous manager and setting up systems that make life easier for owners and residents.

Here’s what that looks like:

• Confirming contact details for property owners to ensure seamless communication.
• Finding and filling in missing information, like contact details for owners or property manager. You can’t communicate with owners if you can’t contact them.
• Notifying contractors and essential service providers so there are no interruptions to maintenance or essential services.
• Organising all documentation, like past meeting minutes and financial statements so we can refer to this information quickly when needed.
• Updating owner ledgers with accurate fee information, from arrears and credits so no one is double paying any of their fees.
• Liaising with owners so they feel informed, supported, and confident during the handover.

When done right, onboarding is a demonstration of competence and care. It signals to owners that they’ve made the right choice in appointing their chosen manager.

The Core Elements Of A Successful Onboarding Process

A great onboarding process doesn’t just happen by accident, it’s designed. It’s built with intention, attention to detail, and a commitment to excellence. Let’s break it down:

1. Accurate Owner Details
   Picture this: you send out important information, but it never reaches the right person. Frustration builds, problems go unresolved. That’s why confirming owner details is step one. Getting this right ensures timely communication and eliminates unnecessary friction.
2. Filling In The Gaps
   Taking ownership means finding what’s missing and fixing it. Whether it’s missing property manager details or email addresses, proactively closing these gaps prevents bigger issues down the line.
3. Updating Contractors And Services
   The last thing you want is for maintenance to stop because a contractor wasn’t informed of a change of body corporate managers. Updating all service providers ensures continuity, and it demonstrates to owners you’re on top of every detail, no matter how small it seems.
4. Reviewing Financials
   Numbers don’t lie, but they do reveal the truth. By reviewing invoices and bank statements, you can identify discrepancies and ensure the owners corporation isn’t overcharged or hasn’t been paying for services not received. Financial transparency builds confidence, and confidence builds community.
5. Ongoing Communication
   Owners support what they feel part of. Regular updates during the onboarding process create alignment and connection. Owners know what’s happening, why it matters and how they can engage. Communication isn’t just a task; it’s a leadership tool.

A Real-World Example Of Onboarding Done Right

Here’s Resi’s success story where a small detail noticed during our onboarding process saved owners nearly $1,000 a year. When we recently onboarded a townhouse estate, we dove deep into the financial records. What we found was surprising: the owners corporation had been paying for council bin collection services, even though the bins were maintained by the council.

Through detailed investigation and communication with the council, we confirmed these charges were in error. Cancelling them saved the owners nearly $1,000 every year. And we didn’t stop there. Because this estate was nearly eight years old, we have started working on recovering past payments, potentially returning a significant sum to the owners.

Attention to detail pays off, in this case, quite literally. But beyond the money, this process demonstrated to owners that their new body corporate manager had their back. That’s the kind of trust that transforms relationships.

Our Final Comments

We all know that your starting point determines the journey ahead. A detailed onboarding process is that starting point: it’s an opportunity to set the tone, build trust, and create momentum.

When your owners corporation manager gets the details right from day one, all the owners benefit from financial accuracy, uninterrupted services, and better relationships. That’s the kind of manager every owners corporation deserves.