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How to Get Started with AI Automation in Strata Management

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"We've heard AI can do x,y,z for our company but where do we start?" is a comment we often hear from new clients looking to implement AI into their organisation. They've heard about the potential cost savings and efficiencies, but given the tech is relatively new, they need some guidance on how to strategically address their business challenges to ensure their AI investment reaps returns.


The good news is productivity, profitability and operational efficiency can all be positive by-products of a successful AI implementation, if approached in the right way.


In this series, we’re exploring how AI is creating a step change in operations for strata management businesses ready to adopt this emerging technology and the practical steps you can take to get started.


If you missed our other posts on AI automation for strata management, you can catch up here:

Key Takeaways
  • Assess Current State: Conduct a thorough audit of existing processes, technology stack, and data management practices to understand how AI can fit into your operations.

  • Identify Gaps: Determine where AI can add value by focusing on current business challenges and aligning identified areas with overall business objectives.

  • Identify Upgrades for Integration: Evaluate which aspects of your technology stack need upgrading to integrate AI seamlessly, such as data management and software investment.

  • Consider Budget: Allocate a budget for AI implementation, including software licensing, setup, training, and ongoing maintenance.

  • Evaluate & Calculate ROI: Assess the potential return on investment by considering both direct benefits (reduced operational costs, increased efficiency) and indirect benefits (enhanced customer satisfaction, competitive advantage).

  • Develop an Implementation Roadmap: Create a phased plan for AI adoption, including preparation and planning, pilot projects, and full-scale implementation based on pilot results. Outline required investments in technology and talent for each phase.


Understanding the Benefits of AI for Strata Management

AI offers numerous benefits to strata management businesses. By automating administrative workflows, AI allows strata managers to focus on more strategic activities that require a human touch. This not only improves productivity but also enhances client satisfaction as issues are resolved sooner. AI can also lead to sizable cost savings thanks to its ability to perform routine tasks accurately and at scale.


How to Get Started with AI Automation in Your Strata Management Organisation


Assess Your Business Needs and Objectives

Start by conducting a comprehensive review of your existing processes, technology stack, and data management practices. Start to think about how AI could fit into your operations. This involves:

  • Operational Workflows: Review current workflows and bottlenecks.

  • Software and Tools: List all software and tools in use. This will assist your AI solution provider to understand your current tech stack and where AI can be operationalised.


Identify Gaps

Determine where AI can add value and identify existing gaps. Focus on current business challenges and ensure that the identified areas align with your overall business objectives. Examples may include:

  • Customer Service: If your team is overwhelmed with repetitive queries, an AI-powered email solution could be an option.

  • Maintenance: If your process for co-ordination of maintence is time consuming and steps are being missed, AI powered workflows can automate much of this process.

  • Document Management: If managing and retrieving documents is a cumbersome process, AI can streamline this by automating document sorting and retrieval.


Identify Upgrades for Integration

Identify which aspects of your technology stack need upgrading to integrate AI seamlessly. This could involve:

  • Data Management: Evaluate how data is collected, stored, and managed. Ensure data is clean, accurate, and well-organised. If you focus on this now, it will save a significant amount of time when it comes to implementing your AI strategy. Clean data is key.

  • Software Investment: Consider investing in new software that supports AI functionalities. This is also something your AI solution provider can provide recommendations on once engaged.


Consider Budget

Set aside budget for AI implementation. You'll often need budget for the upfront investment, as well as ongoing maintenance and support. Consider:

  • Software Licensing: Costs for acquiring AI software. Either building a custom solution or purchasing software off the shelf

  • Implementation: Expenses related to setting up AI systems.

  • Training: Costs for training staff to use AI tools.

  • Ongoing Maintenance: Recurring expenses for maintaining AI systems. AI solution providers will often offer a maintenance package that you can adopt as part of their ongoing support. There are often also usage costs associated with AI depending on the platform you use.


Evaluate & Calculate Return on Investment (ROI)

Assessing the return on investment (ROI) is a critical step in determining the value of your AI initiatives. By thoroughly evaluating both direct and indirect benefits, you can make informed decisions about AI investments and their potential impact on your strata management business.


  • Direct Benefits: Reduced operational costs, including automation of routine tasks and optimised resource allocation. Increased efficiency, including faster response times, improved decision-making, and enhanced workflow automation.

  • Indirect Benefits: Enhanced customer satisfaction, including personalised communication, proactive service delivery, and 24/7 availability. Competitive advantage, including innovative service offerings, market positioning, and data-driven insights.


Calculating Potential ROI
  • Establish Baseline Metrics: Identify key performance indicators (KPIs) before implementing AI to establish a baseline. These could include operational costs, response times, or client satisfaction scores.

  • Project Cost Savings and Revenue Increases: Estimate the potential cost savings from automated workflows, additional productivity of your current team, and the fact that AI can substitute the need for additional headcount in certain areas. Project potential increases in revenue from enhanced client satisfaction, improved retention rates, and new client acquisitions.

  • Calculate ROI. Use the following formula to calculate potential returns: ROI=Net Gain from AI Investment​/Total AI Investment ×100. For example, if your strata management company invests $100,000 in developing AI automated workflows and calculates a total net gain of $100,000 after 12 months, the ROI would be: $100,000/$100,000* 100 = 100% This indicates that the AI investment has effectively doubled its initial cost in benefits, demonstrating a strong ROI.


Develop an Implementation Strategy

Creating a detailed implementation strategy is essential for the successful adoption of AI in your strata management organisation. This roadmap should outline each step of the implementation process, ensuring a structured and systematic approach. Key phases include:

  • Preparation and Planning: Establish goals, timelines, and budget.

  • Pilot Projects: Test AI solutions on a small scale to evaluate their effectiveness.

  • Full-Scale Implementation: Roll out AI solutions across the organisation based on pilot results.


For guidance on how to successfully implement your AI strategy, visit our next post in the series here: How to Successfully Implement an Artificial Intelligence (AI) Strategy


At InnovAIte, we specialise in helping strata and property management organisations in Australia harness the power of AI to drive efficiencies and growth within their operations. If you're ready to explore how AI can transform your organisation, book a growth call with us today. Our team of experts will work to understand your business needs and create a strategic roadmap tailored to your unique situation.


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