Whether looking after a property is your top priority or it’s just one responsibility in a list of many, keeping up with building maintenance is crucial to ensuring the properties you look after stay in excellent condition. One of the most effective ways to ensure maintenance always occurs as scheduled is to use a checklist.
Checklists are a simple but incredibly effective tool that can ensure quality maintenance inspections from your team time and time again with almost no financial investment. It might seem silly, but even a highly-trained professional who’s been doing the same task for years can still benefit from following a checklist. In fact, implementing a simple checklist in a hospital that included menial steps like “wash your hands with soap” saved lives.
Checklists work, so why not give them a try in your organization?
When to conduct property maintenance
When it comes to property management, there are two times a year that a building maintenance inspection should occur: when the weather starts to cool down in the fall/winter and when it starts to heat back up in spring/summer.
We’ve created an internal and external maintenance checklist for each seasonal transition covering all the must-do items for a bi-annual maintenance inspection. Additionally, we have included a new tenant property maintenance checklist for landlords to use as a guide when inspecting a rental property before a new tenant moves in.
These checklists are a great jumping-off point for efficient and effective property maintenance.
Spring/Summer External Property Maintenance Checklist
As the weather starts to get warmer and rainier, new challenges in facility upkeep are likely to arise. Mother nature’s queue that summer is right around the corner should also be a queue for facility managers that it’s time for a bi-annual external property maintenance inspection.
Spring/Summer Internal Property Maintenance Checklist
Although the season’s toll may be felt more drastically by the building’s exterior, harsh weather can also have negative effects on your building’s interior, along with the acclamation of wear and tear from daily use. The changing of the seasons is also a great time for bi-annual tasks like checking safety devices and HVAC system functionality.
Fall/Winter External Property Maintenance Checklist
As it starts to get colder and the woodland critters start to stockpile food for the long winter ahead, it’s also time for you and your maintenance team to prepare your facility for winter. Proactively doing a few simple tasks and inspecting the quality of your property will set you up nicely for an easy winter.
Fall/Winter Internal Property Maintenance Checklist
As we mentioned before, there are seasonal components to interior maintenance that must be addressed as well. Especially in winter, when the risk for freezing pipes and drafty windows is always looming. Changing seasons is also a great time to conduct other miscellaneous bi-annual tasks that are non-weather-related as well.
Tenant Turnover: Rental Property Maintenance Checklists for landlords
As a landlord, you likely won’t have 24/7 access to inspect your properties’ interiors. That’s why the transition period between tenants is such a crucial time for maintenance inspections. After a tenant moves out but before your new leasees move in, be sure to make repairs to the property and take inventory of the quality of appliances and the overall condition of the unit.
How to garner support for checklist usage amongst your team
Implementing a new checklist system might result in some pushback from your team, especially if they’re used to a different approach or routine—you know what they say about teaching an old dog new tricks.
The best course of action to garner support for checklist usage is to show your team the value in this additional step. Using actual evidence to support your claim is important, like the fact that checklists boost productivity and reduce errors. Studies have also proven that giving any explanation for a request will increase compliance rates, regardless of the validity or relevance of the cause.
If you’ve explained the countless benefits of checklists to your team and still have some sticklers hesitant to jump on board, don’t disappear. There are more tools for implementing change that you can rely on, such as establishing checklist champions and creating small checklists at first, and adding tasks gradually as your team adjusts.
Other checklists to check out
Checklists are kind of like ice cream—once you start, it’s hard to stop! If you find that implementing checklists in your facility operations has been beneficial for your team’s productivity, you might want to check out these additional checklists:
- Residential rental property maintenance checklist: ideal for property management teams and landlords that oversee rental properties with short-term tenants
- Building maintenance checklist: ideal for landlords, maintenance technicians, and facility managers that look after a building as part of their responsibilities
- Facility management checklist: ideal for facility managers focused on improving operational efficiency in their organization
- Preventive maintenance checklists: ideal for facility leaders looking to decrease unnecessary maintenance tasks (and costs) with preventive maintenance