There are some genuinely good platforms available for running strata Annual General Meetings (AGMs) today. They handle the meeting itself, and the tasks tied directly to it, well. But before any of that happens, someone on your team has already put in a considerable amount of unpaid, invisible work and that work is happening in every strata business, regardless of which platform you run.
The Hidden Admin Load Before Every AGM
Tracking upcoming AGMs across a portfolio. Sending the prior-notice email asking for motions and proposed dates. Setting up the meeting – online, hybrid, or in-person. Drafting the formal AGM notice. Chasing owners who haven’t responded. Sending reminders in the days before the meeting.
None of this shows up in a system report. It shows up as time – someone on your team, onshore or offshore, working through a checklist for every plan, every AGM season, on top of everything else on their desk.
Run that across a portfolio of any real size and it stops being a “small task” and starts being a structural cost: staff hours that don’t scale as your lot count grows, and a workload that makes AGM season one of the more draining stretches of the year for your managers.
What This Looks Like With AI Doing the Groundwork
Imagine an assistant that watches every plan in your portfolio and flags an AGM three months out — before your team has to go looking for it. It drafts the initial notice using your own templates. It creates the Teams meeting and books it into Outlook. It prepares each owner’s AGM notice, attaches the calendar invite and supporting documents, and lets you know it’s done. Two days out, it sends the reminder. On the morning of the meeting, it hands your manager a full briefing — every key detail about that plan, ready to go, without anyone digging through the strata system to assemble it.
That’s not a future state. It’s what Merlo AI does today, for every AGM across a portfolio.
What Merlo Actually Does for AGM Preparation
- Tracks every upcoming AGM across the portfolio automatically
- Flags AGMs falling in the next quarter and notifies the strata manager three months out
- Drafts the initial notice to the committee, requesting motions and confirming the date
- Creates the Teams meeting and the calendar record in Outlook
- Prepares personalised AGM notices for owners, with calendar invites and attachments included
- Sends a meeting reminder to all owners two days before the AGM
- Delivers a full AGM briefing to the strata manager on the day, with every key detail about the plan
- Gives you a single dashboard with a 360-degree view of every AGM and its status across your portfolio
Why This Matters Beyond the Time Saved
The hours back are real, but they’re not the only thing that changes. When AGM prep stops depending on someone remembering to check the system, plans stop slipping through the cracks — no last-minute scrambles, no notices going out late. Your managers spend their time on the decisions and relationships that actually need a person, not on chasing paperwork. And because none of this depends on portfolio size to keep working, it’s one less thing standing between your business and taking on more plans without adding more headcount to run them.
If you want to see what this looks like against your own portfolio, book a demo at www.merlo.ai/book-a-demo.