Automate condo AGM preparation

An annual general meeting is not a one-hour meeting. It is weeks of preparation before, and weeks of follow-up after. Notices within the deadlines, agenda, attachments, proxies, attendance sheet, then the minutes and carrying out the decisions.

This article shows what automation takes on in this cycle, and what stays with the manager. The goal: spend less time on logistics, and more on the topics that matter to the building.

In this article

• Why an AGM costs so much time
• Before the AGM: notice, agenda, attachments
• During the AGM: attendance, proxies, votes
• After the AGM: minutes and execution
• What stays with the manager

Why an AGM costs so much time

The time does not go into the meeting. It goes into everything around it: gathering the documents, meeting the deadlines, handling the proxies, drafting the minutes, then chasing the voted decisions. Multiplied by the number of buildings, this work spreads across the whole year.

It is one of the five tasks we detail in the tasks that eat the most time in property management.

Before the AGM: notice, agenda, attachments

Automation starts from your templates and the legal calendar. It prepares the notice, builds the agenda, gathers the attachments, and checks that the sending deadlines are met.

You proofread the whole thing, adjust the points specific to the building, validate the send. The risk of a missing attachment or a missed deadline drops sharply.

On an AGM, most disputes come from a procedural flaw, not from the substance. Being strict on deadlines and attachments is what protects the manager.

During the AGM: attendance, proxies, votes

The attendance sheet and the proxy count are prepared ahead and kept up to date in the meeting. At each resolution, the required majorities are known, and the vote count is done without a share-of-ownership error.

You chair, you put things to the vote. The tool keeps the tally alongside.

After the AGM: minutes and execution

From the recorded votes, the minutes are pre-drafted along your template. You complete the specific mentions and validate. What used to take an evening of writing comes down to a proofread.

Then the voted decisions enter a tracking list: the works to launch, the vendors to contact, the budget to apply. When an AGM votes a budget, that budget feeds the fund calls, also automatable right after.

What stays with the manager

Chairing the meeting, handling tensions, the judgement calls, advising the owners: that stays your job, and it does not automate. Automation removes the logistics, it does not replace you in the room.

Frequently asked questions

Does automation respect the legal notice deadlines?

Yes, that is one of its points. The legal calendar is built in, and the tool alerts you if a send risks falling outside the deadlines. You keep the final validation.

Can it handle postal votes?

It folds the postal vote forms into the count, with the same majority rules. You check, the tool calculates.

Do I have to re-enter the minutes in my software?

No. The minutes are generated from the votes already recorded and fit your existing organisation, with no double entry.

Is it suited to a small building?

Yes. The time saving comes from the repetition of the process, not the size of the building. Deadlines, attachments and minutes are the same constraints for everyone.

Conclusion

Preparing an AGM is a chain of well-defined steps, with strict deadlines. That is exactly the kind of process automation secures and speeds up, while leaving you the substance and the chairing.

To see what it would do on your buildings, we talk it through in a free 30-minute audit. No commitment, and no jargon.