The Art of Managing Shared Spaces: A Guide for Condo Communities

In any condominium community, shared spaces are where everyday life unfolds—residents host guests, socialize, exercise, and unwind. These areas form the connective tissue of condo living. But they can also be the source of misunderstandings, misaligned expectations, and quiet frustrations that erode community well-being. 

After years of serving Edmonton’s condo communities, we’ve learned that successful maintenance doesn’t happen by accident. It’s built on three pillars: clarity, communication, and accountability—between residents, property managers, and cleaning and maintenance providers. 

1. Shared Spaces Reflect Shared Values 

Most condo properties have encountered the occasional resident who leaves garbage beside the bin instead of inside it. And many have their own “social area horror stories”—a broken window after a party, a clogged bathroom during a family reunion, or red wine spilled on brand-new lounge carpet. 

These incidents are rare. The more persistent challenge is unclear communication and mismatched expectations around how shared spaces are used and maintained. When this breaks down, keeping common areas clean and functional becomes a struggle—and community culture suffers. 

But when expectations are clear and communication is strong, sharing space becomes a smooth, respectful experience. Residents, managers, and service providers are more likely to treat shared environments thoughtfully when they see others doing the same. This applies to everything from bin rooms and guest suites to lounges and fitness areas. 

A clean shared space sends a message: “We care about this place—and each other.” Communities that embrace this mindset tend to attract and retain residents who value respect, pride, and cooperation. Making these principles part of your condo’s culture can elevate its reputation both inside and out. 

2. Clarity Creates Accountability 

Defining responsibilities and embedding simple tools into daily routines transforms reactive cleanup into proactive care. Here are a few practical ways to bring clarity—and accountability—to your condo’s shared space policies: 

✅ Checklists for Shared Spaces 

Place laminated checklists in high-use areas like guest suites, lounges, and fitness rooms. 

• Residents can mark tasks like “Strip linens,” “Remove trash,” or “Return furniture to storage.” 

• Property managers and cleaners can confirm completion with “Cleaned” and “Inspected” checkboxes. 

This visible system keeps everyone informed and ensures no step is missed. 

🚮 Waste Sorting Guide 

Install a weatherproof sign near the bin area entrance to remind residents how to sort waste—recyclables, food scraps, and landfill. 

• Use clear visuals and simple language to boost compliance. 

• Reinforce building rules and reduce sorting errors. 

Need inspiration? Check out Edmonton’s waste sorting guide. 

📅 Digital Calendar for Fitness & Event Spaces 

Use a shared Google Calendar or an app like Condo Genie to track bookings for common areas. 

• Residents receive automatic reminders for post-use tasks like “Wipe down equipment” or “Reset furniture.” 

• Managers and cleaning crews can coordinate cleanup and maintenance more efficiently. 

For older residents, printed checklists and signage can complement digital tools and improve uptake. 

Each of these tools removes guesswork, reinforces shared norms, and helps residents, managers, and service providers stay aligned. 

3. Communication Drives Consistency 

Even the best systems fall apart without consistent communication. Timely, respectful messaging keeps everyone informed and prevents lapses. 

• Use hallway signage to reinforce expectations (e.g., fitness room etiquette, recycling dos and don’ts) 

• Send monthly maintenance updates via Condo Genie or community newsletters 

• Encourage residents to report concerns clearly and constructively 

Whether it’s announcing bin pickup schedules or reminding residents to reset lounge furniture after events, consistent messaging keeps the whole system humming. 

4. Accountability Builds Trust 

Maintaining clean and well-kept common areas isn’t just someone’s job—it’s a shared responsibility. When residents, managers, and service providers understand their roles it becomes easier to follow through, and from that trust grows naturally. 

• Assign clear responsibilities for setup and cleanup after events 

• Recognize residents who go above and beyond—whether volunteering or helping maintain order 

• Track and respond to feedback to improve cleaning strategies over time 

When everyone is accountable, shared spaces stay clean, functional, and welcoming—and the community thrives. 

5. Why It Works 

Your condo’s common areas are often the first places visitors see—and the most frequently used by residents. Managing these spaces well isn’t just operational—it’s philosophical. It says: “This building runs on trust, respect, and shared care.” 

By coordinating expectations and communication, condo communities can: 

• Reduce emergencies and reactive cleanups 

• Improve resident satisfaction 

• Protect shared assets 

• Build a stronger sense of belonging 

By aligning shared values with clear expectations, consistent communication, and a culture of accountability, condo communities can transform their common areas from sources of tension into spaces of pride and cooperation. These strategies don’t just improve cleanliness—they strengthen relationships, reduce conflict, and foster a sense of ownership among residents and service providers alike.  

If these strategies and values align with your expectations, Paige Property Services might be the cleaning company you’re looking for. We share these same values—and embed them in our work every day.