Guilty of fixing problems with your property as they occur? Perhaps preventative maintenance isn’t working as well as you thought it would. When it comes to property management, staying on top of maintenance requires you to prevent major repairs before they happen, not putting out fires when a disaster occurs.
In this blog, we’re dishing out everything you need to add to your preventative property maintenance checklist as a property manager. But before we get into the nitty-gritty, let’s take a look at what preventative property maintenance is and why you need it.
Table of contents
What exactly is preventative property management?
In layman’s terms, preventative property maintenance is the art of anticipating potential problems in your property before they become full-blown repair jobs that could have been prevented well in advance. So, instead of waiting until a storm to fix that leaking roof or repairing the malfunctioning air conditioner in the middle of summer, you can schedule regular inspections to ensure everything is working as it should and that all fixes required are taken care of.
What does this mean for you as a property manager?
- Less time spent on emergency repairs
- Lower repair costs
- Fewer tenant complaints
- A well-maintained property that attracts high-quality tenants
- Property safety and habitability standard compliance
- Longer lifespan of your building systems
- Maintained property value.
What should be included in your preventative property maintenance checklist?
- 1. Routine inspections and regular maintenance
You may be wondering what exactly you should inspect and how often you should keep your property in top condition. Here’s a breakdown of what you should take a look at and how often you should do it.
Monthly inspections
- Clean your HVAC system filters, check for unusual noises, and ensure that thermostats are calibrated to prevent breakdowns, especially when weather conditions are extreme.
- Be on the lookout for leaks from your plumbing system, check the water pressure and see if there are any visible signs of corrosion to prevent water damage and mold growth.
- Take a walk around the property to check for debris, damage to walkways, outdoor lighting issues and more to maintain its curbside appeal and safety.
- Inspect your hallways, lobbies, and shared spaces for cleanliness and to see if there are any repairs needed.
Quarterly inspections
- Test your smoke detectors, fire alarms, and sprinkler systems to not only keep your tenants safe but also ensure your compliance with local fire codes.
- Schedule elevator inspections to stay ahead of breakdowns and document your elevator service history for compliance purposes.
- Take a look at your gutters to see if there’s debris, and inspect your roof for damaged shingles to prevent possible water and structural damage.
- Check your electrical wiring systems, outlets, and circuit breakers to steer clear of safety and fire hazards.
Annual inspections
- Inspect your property for pests and invest in treatments to keep your property pest-free.
- Walk through your property to see if there is a need for repainting or resealing of surfaces to protect them from wear and tear.
- Engage a professional to inspect the foundation, walls and other critical structural components to ensure that your property is structurally sound.
- Schedule a professional HVAC servicing to ensure your system runs at peak performance and doesn’t cause a spike in your utility bills.
- 2. Seasonal maintenance
Different seasons come with different weather conditions and equally unique challenges. Therefore, when creating your preventative property maintenance checklist, you should keep the following in mind:
Spring time
- Prune and clean your gardens and lawns to get your property ready for the warmer months, especially if your property is in a snowy region.
- Clean your roof and gutters, and be sure to inspect them for possible damage due to harsh weather conditions.
- Test your air conditioning systems to ensure they are in perfect working condition before summer.
Summer
- Keep an eye on your energy bill and how well your air conditioning works throughout the season.
- Power wash outdoor surfaces, keep lawns well-manicured, inspect outdoor lighting systems and ensure your irrigation systems are not wasting water.
- Summer can have more pests than usual, so make sure you have pest prevention measures in place.
Fall
- Service your heating systems to get them winter-ready and perform any repairs needed.
- Inspect your roof and gutters for damage and clear all the debris to prevent water damage.
- Keep an eye out for weather stripping and caulking around windows and doors to maintain energy efficiency.
- When it’s close to winter, and you live in a snowy area, winterize your sprinkler system to prevent damage.
Winter
- Stock up on de-icing agents and have a plan for clearing walkways and driveways safely in place.
- Insulate exposed pipes and systems to prevent freezing and costly damage.
- Review and update your emergency response plan, ensuring that all systems are ready for the harsh winter.
Building systems every property manager should keep an eye on
As a property manager, it’s important to ensure that all the major systems in your building are functioning properly at all times to prevent costly repairs in the future. Here are the major systems you should keep an eye on and what you should add to your preventative maintenance checklist.
- HVAC systems
Your heating, ventilation, and air conditioning systems play a major role in tenant comfort. Therefore, you would want them to be in perfect working condition year-round.
A typical HVAC checklist should include:
1. Filter replacement
Change or clean your filters monthly or as recommended by the manufacturer to ensure optimum efficiency.
2. Duct cleaning
Ensure ducts are free from dust and debris, which can circulate dirty air and cause respiratory issues.
3. System calibration
Make sure that thermostats are working accurately and that temperature controls are functioning properly.
4. Wear and tear check
Schedule annual inspections with a professional to check for wear and tear on critical HVAC unit components.
- Plumbing systems
Plumbing is one of those systems that can cause major headaches if not maintained regularly, from costly repairs and angry tenants to health hazards and everything in between.
Here’s what you should add to your preventative property maintenance checklist:
1. Leak detections
Regularly check for leaks under sinks, around water heaters, and everywhere close to appliances that use water.
2. Drain maintenance
Use preventative enzyme cleaners once in a while to keep drains squeaky clean and free-flowing.
3. Water heater servicing
Flush water heaters annually to get rid of all sediment buildup and keep them functioning smoothly.
4. Pipe Inspections
Inspect pipes for signs of corrosion or damage regularly, especially if you have an older building.
- Electrical systems
Electrical issues are not only costly to fix but can also result in severe property damage and even life-threatening injuries. Therefore, it is your duty to ensure your electrical systems are always up to code to keep your properties functional and safe for tenants and guests.
Here’s what you should add to your preventative property maintenance checklist:
Routine inspections
Schedule regular inspections to check on your wiring, outlets, and circuit breakers.
Emergency lighting
Test all emergency lighting systems on your property to ensure they work properly in the event of a power outage.
Upgrades
Consider upgrading outdated electrical systems to make your property compatible with modern appliances and technology.
Regular audits
Have a licensed electrician perform comprehensive checks annually to prevent fire hazards and ensure compliance with local regulations.
- Structural components
Your property’s structure is its backbone, and maintaining its integrity will give you peace of mind, knowing your tenants are in a safe environment and that your investment is protected.
Here are a few things to add to your preventative property maintenance checklist:
Foundation checks
Regularly inspect your property to check for cracks or signs of settling and address any issues if needed.
Exterior walls
Look out for signs of moisture, mold, and any other damage that could compromise the building’s structure.
Roof inspections
Keep an eye out for signs of water leakage and loose or damaged shingles.
Sealing and insulation
Make sure that all exterior doors and windows are properly sealed to prevent drafts and water ingress.
- Common areas and amenities
Although often overlooked, common areas and amenities play a big role in tenant satisfaction and can add to the overall value of the property. Therefore, you would want them to be in good condition.
Here’s what you can add to your preventative property maintenance checklist:
Regular cleaning
Establish a regular cleaning schedule for lobbies, hallways, and communal spaces to keep them clean and inviting.
Lighting
Invest in energy-efficient lighting solutions and ensure all lighting on your property is functional.
Safety equipment
Regularly inspect fire extinguishers, emergency exit signs, and security systems to ensure safety and compliance.
Recreational areas
If your property has a gym, pool, or lounge, make sure all equipment is in good working order to keep them safe and usable.
The best way to put your preventative property maintenance checklist to work
Now that we’ve covered everything you need to include in your preventative property maintenance checklist, the next step is to implement a preventative maintenance program for your property.
Here are some actionable steps you can take to help you put your preventative property maintenance checklist to work.
- 1. Create your preventative property maintenance calendar
Preventative property maintenance goes a long way in helping you stay on top of all preventative property maintenance tasks and ensure they are completed on time. The best way to do it in our books? By using task management tools and AI integrations to streamline communication.
Property management software that offers automation tools like task managers makes it easier for you to delegate preventative property maintenance activities. What’s more? You can keep track of tasks and their progress in real-time. Plus, you will also have a detailed record of all maintenance activities at your fingertips, which you’ll find helpful in both budgeting and planning for future maintenance.
- 2. Train your team
Your preventative property maintenance team plays a major role in ensuring each property is up to code and standard. Therefore, you should consider investing in training to ensure they have the knowledge and skills they need to identify potential issues and minimize the likelihood of unexpected repairs.
- 3. Partner with reliable vendors
For specialized tasks such as servicing HVAC systems, electrical inspections and structural integrity checks, DIY won’t cut it. You need to work with trusted service providers who will get the job done right to minimize the risk of overlooking the finer details. Don’t forget to negotiate rates to ensure you secure the best deals, especially if you have a larger portfolio.
- 5. Regularly review your preventative property management checklist
Just like any other strategy in business operations, implementing your preventative property maintenance checklist and folding your hands won’t work. Take time to regularly review your preventative property maintenance checklist and schedule to ensure they are meeting the needs of each property in your portfolio. You should also collect feedback from your property maintenance teams and tenants to see what you are doing well and what you can do better.
To conclude
Preventing issues before they happen goes a long way in keeping you ahead of property damage and costly repairs in the future. However, when it comes to preventative property maintenance, moving in blind will leave you with things slipping through the cracks. A preventative maintenance checklist will help you ensure that your inspections and upkeep routines are thorough, timely, and reliable. The result? You get to deliver quality long-term tenant and vacation rental experiences by offering renters a safe, inviting and habitable place to reside. Plus, you can also rest assured knowing your property is compliant, helping you steer clear of potential liabilities. Pair your detailed preventative property maintenance checklist with good property management automation tools, and you’ll be all set to streamline your maintenance workflow.
