If you’re in property management we know how hard it is to manage all of those different buildings, tenants, rent, maintenance… Wow! I am just overwhelmed just thinking about it! We, at UpKeep, decided to reach out to a few property managers to figure out exactly what some of those challenges are.

Here are a few of those challenges other property managers face and some tips for streamlining operations and maintenance.

Denise Supplee – Spark Rental

Good record-keeping is a good place to start.. One of the biggest mistakes I see managers make is keeping a file per tenant but failing to keep one per unit.  This includes a file with pictures, inventory and a complete maintenance profile of repairs, replacements and routine maintenance. Not only does it serve as a complete story and history of the nuts and bolts of the apartment, but come tax time, it can be essential.

I personally keep a tangible file, yes, in a manila folder in a filing cabinet. However, I also scan everything and keep one on my desktop computer as well. Never can have too many back-ups.

Additionally, I use Google Calendar . I add things like heating maintenance. For instance, if there is an oil burner maintenance that was performed on Sept 20, 2016, then I add in my calendar a reminder for one year later to schedule the annual burner maintenance for that specific property’s heater. I do this for all routine items. This is great because Google has a great search feature.

For instance, I recently had an issue come up for a property’s roof. So because in Google’s calendar, I can do a search, I searched the property address and the word “roof” within the calendar website. And voila! The date of installation appeared before my eyes. This is also helpful with items that have warranty’s. I will add a note on the calendar the date of purchase for new item such as an air conditioner, microwave and such and include in the notes, any warranty info. There are other tech tools available. I certainly did not want you to think I am plugging “google calendar” however, it is one of my most helpful tools currently.

Josh – Adventure Connections

When managing multiple properties, organizational skills are a must. Set out a clear weekly schedule allowing time to fix any accidents that may have occurred in the meantime.

Put together a thorough check list for your cleaning team to work through, no window can be left uncleaned, no couch unturned. As your cleaners become familiar with the houses some areas can be overlooked, especially when they are on a timeframe to work through multiple houses. A checklist will ensure nothing goes amiss and your reviews stay positive.

Keep your friends close and your maintenance team closer. When something goes wrong the clock will start and every moment the issue is not resolved your guest is becoming more and more agitated. Having a reliable handy man will keep your properties and your reputation intact.

Keep your calendars up to date. If someone is moving out make sure you have the next person ready to move in. It’s fairly simple to remember the comings and goings of one property but when you begin to expand you will want a clear diary of the comings and goings so you don’t miss out on any periods and likewise, aren’t double booking anything.

Matthew Fairbanks – Conrac Solutions President

Staffing Levels and Training

Managing sites or buildings of varying age, size, function and budgetary constraints require varying staffing levels to ensure optimal safety, security and operation. Ensuring personnel teams are properly staffed and trained with appropriate expertise and competency ensure professionalism, ethics and successful building operation with consistent safety and maintenance records.

Tailored Solutions

Successful solutions to one building’s facility problems may not work for others due to a host of uncontrollable variables such as environment and location. As such, Managing Multiple Facilities rarely allows for a “one-size-fits-all approach”. Benchmarking and utilizing historical data, coupled with the proper resources, such as a CMMS system, and an innovative mindset allows those managing multiple facilities the ability to overcome building-specific issues and produce cost-effective results.

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