September 8, 2025 - Blog Post

Using AI to Improve Condominium Management

AI is transforming the world, and it can be used quite effectively in condominium management. In this blog we’ll explore practical ways boards and managers can use AI for communication, finance, and maintenance.

How to Use AI in Condo Operations

Artificial Intelligence (AI) is increasingly becoming part of everyday life, and condominium communities are no exception. For boards, managers, and residents, AI can serve as a practical tool to make operations more efficient, transparent, and proactive. While AI will never replace the human judgment and community spirit at the heart of condo living, it can support better decision-making and smoother operations.

1. Communication Support

One of the biggest challenges in condo operations is keeping everyone informed. AI-powered tools can:

• Help draft clear notices, newsletters, or updates.
• Review memos, letters and notices for tone, clarity and appropriateness.
• Provide instant responses to common resident questions through chatbots.
• Translate communications into multiple languages to reach diverse communities.

This reduces the workload on managers and board directors ensuring residents receive timely information.

2. Smarter Record Management

Condo corporations must maintain a wide range of documents, from meeting minutes to contracts. AI can:

• Organize and tag files for easier retrieval.
• Highlight missing records or upcoming deadlines.
• Create searchable archives so that important decisions or references can be located quickly.

This makes compliance and information-sharing more straightforward.

3. Financial Oversight

Financial stewardship is central to the role of a condo board. AI tools can:

• Track spending patterns and highlight anomalies.
• Generate budget projections based on historical data.
• Assist with reserve fund planning by modeling long-term scenarios.

These tools support informed decision-making and contribute to financial transparency.

4. Maintenance and Operations

Buildings require ongoing maintenance, and unexpected failures can be costly. With AI and smart building technologies:

• Sensors can detect early signs of wear in systems like elevators or HVAC units.
• Predictive analytics can suggest when maintenance should be scheduled.
• Data can be used to plan preventative work, reducing emergency repairs.

This leads to cost savings and improved reliability.

5. Safety and Security

AI can strengthen building safety by:

• Monitoring video feeds for unusual activity.
• Supporting access control systems to ensure only authorized entry.
• Tracking environmental factors such as air quality or energy usage.

This helps create a safer, more sustainable environment for residents.

6. Decision-Making and Governance

Condo boards often work with large amounts of information. AI can:

• Summarize lengthy reports or meeting records.
• Provide comparisons of different options when boards are evaluating decisions.
• Reduce the risk of overlooking important details by highlighting key issues.

While decisions remain with the board, AI can make the process more informed and efficient.

7. Enhancing the Resident Experience

Beyond operations, AI can contribute to everyday condo life. For example:

• Smart booking systems can streamline access to shared amenities.
• Automated reminders can notify residents about meetings, deliveries, or community events.
• Mobile apps can integrate AI features to make community interactions easier.

Concerns about AI

Concerns in using AI include:

1. data privacy and security, as AI systems can be vulnerable to attacks and data breaches;
2. algorithmic bias and misinformation, as AI can reflect societal biases or generate incorrect information;
3. economic disruption;
4. the risk of over-reliance on AI, leading to diminished human oversight; and
5. ethical dilemmas surrounding accountability and transparency when AI systems cause harm or make decisions. 

Closing Thoughts

AI is not about removing the human element from condo operations but about complementing it.  You still need to check the work as AI can, in some cases, give you bogus information.  Be careful in putting personal information in ChatGPT as it can be released to the web.  By adopting AI tools thoughtfully, condominium corporations can enhance communication, improve financial and operational oversight, and create a better overall resident experience. If you’re not using it already, give AI a try.  It’s already built into many browsers and then there are programmes such as ChatGPT and other systems that have free versions.  Take some courses or ask your community for anyone experienced in using AI to assist you in implementing AI in your operations.   After all, we all have other things we want to do other than condo stuff.   AI used in the proper way can make the job a little easier and less time-consuming.

Michael Kennedy
CCI Nova Scotia