Tune up your property and fine tune your processes
When the seasons change, preventative maintenance becomes a priority. However, the most effective chores may extend beyond your maintenance staff. Preventative maintenance can be handled from two perspectives: your property and your processes.
Tune up your property…
Any place that collects or moves water is a maintenance hot spot. If your property has a pool, you likely have a dedicated maintenance person or service to handle its care. Consider other locations that may incur water damage:
- Roofs and gutters – Examine the roofs for damage and weak spots. Clean the gutters—water and debris that collects and freezes can be damaging and hazardous.
- Bathrooms – Inspect all plumbing fixtures and pipes for leaks in every unit and public restroom. Inspect grout and caulking and look for mold. Set up a schedule to replace bathroom caulking. This will minimize leaks and damage, and keep bathrooms from showing age.
- Kitchens – check the plumbing on all sinks, garbage disposals, dishwashers, icemakers and hot water heaters. Look for signs of damage, insects and mold, and make small repairs before they become big problems.
- Outdoor low spots – water seeks the lowest level, so potholes and uneven concrete in parking lots, sidewalks and common areas spell potential trouble. In warm weather they’re a hazard for pedestrians, a nuisance for traffic and breeding grounds for mosquitos. In cold climates they are icy accidents waiting to happen.
PARKING AND SIGNAGE
Whether you’re in a cold winter climate and challenged with snow removal or a warm one dealing with an increased population, extreme weather is always a possibility.
You may have to restrict or redirect parking to allow for special situations. Easy-to-understand signage helps minimize frustrations, and reduces the need for towing.
Fine tune your processes…
UPDATE CONTACT INFORMATION
Keeping residents and their family members informed continually ranks high on the list of influences that determine resident satisfaction.
Contacting residents and family members is obviously important during emergencies. However, keeping them in the loop about routine maintenance activities can save you from a barrage of phone calls.
This is also a good time to update staff contact information. Get multiple contact points for each employee.
A message notification service like One Call Now makes it easy to quickly contact residents, family members and staff. Features allow scheduled delivery times, touch-tone responses, and reports that document your communications. Automated features customize messages with names, dates, times and other specifics from a database. Automatic translations help communicate important information to non-English speaking patients and caregivers.
One Call Now allows personnel to quickly and efficiently address staffing voids. Create one message one time, and send it to everyone simultaneously via voice and text. Recipients can respond directly and shift openings are quickly filled.
KEEP SPEC SHEETS ON EVERYTHING
When unexpected maintenance issues occur, the ability to quickly grab a spec sheet can help save the day. Spec sheets include size, part numbers and locations for:
- HVAC filters
- Plumbing fixtures
- Lighting fixtures and ceiling fans
- Office equipment
- Roofing and siding
- Paint and flooring
- Vehicle records
- Medical and mobility equipment
CONTACT YOUR SUPPLIERS
Touch base with your suppliers to review their services and procedures. Don’t wait for an emergency to discover that they have forgotten your property.
When it’s time to launch your next preventative maintenance initiative, look beyond your property and examine your processes. Everything can benefit from a tune up.