How to Overcome the Reasons You’re Struggling with Maintenance Coordination

“Too much to do and not enough time to do it.”

It’s a common sentiment among property managers. Balancing the constant demands of
residents, on-site staff, and owners puts you in a uniquely stressful position. In the midst of
juggling these responsibilities, maintenance tasks can easily slip through the cracks.

Yet, effective maintenance coordination is crucial for preserving your property’s value and
ensuring resident satisfaction. The key to mastering this is having a solid strategy in place.
Whether you’re refining an existing strategy or developing a new one, here are four critical
areas to focus on.

Clear and Effective Communication

Effective communication is critical. Each individual involved in the property’s maintenance must
understand and agree upon their role in the overall maintenance strategy. Without genuine buy-
in, even the best-laid plans can fail.

You should also keep your residents, vendors, and property owners informed to avoid
frustration and miscommunication. Utilize a unified communication tool to ensure all
conversations are centralized. This helps prevent any messages from getting lost, whether they
come through text, email, phone calls, or video calls. Connect247 offers tools to consolidate all
your maintenance communication in one place. By leveraging these tools, you can maintain a
clear, organized communication flow, ensuring everyone is on the same page and your
maintenance coordination runs smoothly.

Documentation

Many property management teams struggle with a lack of visibility into work order statuses.
If you’re using a property operations platform for maintenance, make sure it’s being utilized and
updated by all team members to prevent anything from slipping through the cracks. Having full
visibility into maintenance statuses from a single platform empowers you to control outcomes
effectively. Leveraging a maintenance tool like Connect247 allows you to easily view tasks and
job statuses on a comprehensive board, simplifying maintenance tracking.

This not only leads to a better resident experience (by enhancing operational efficiency) but also
protects your institutional knowledge. Centralizing information and updates safeguards your
operations from the impacts of high turnover, maintaining continuity and quality.

Automation

Property management is a demanding job with countless tasks and never enough hours in the
day. Manually handling every maintenance task consumes even more of your precious time. By
delegating tedious tasks to an automated workflow, you can eliminate bottlenecks and improve
maintenance coordination.

Using a property maintenance tool like Connect247 allows you to automate many of your most
time-consuming tasks. Approximately 50% of jobs can be fully managed through automation,
leaving you to focus on the more complex tasks that require your attention. This includes
automated follow-ups with residents and technicians, and invoice reminders to ensure third-
party technicians log their hours and upload invoices on time.

Build a Preventative Maintenance Plan

Preventing problems before they occur is a fundamental principle of effective property
management. Therefore, preventative maintenance would seem like a no-brainer for multifamily
operators.

However, that is not always the case. According to a survey from Ball State University, about 30
percent of operators report not having a formal preventative maintenance plan, citing costs,
short staff and some even viewing it as a waste of time.

The benefits of a preventative maintenance plan seem to far outweigh any negatives. Following
a preventive maintenance plan can significantly improve maintenance efficiency and reduce the
risk of major repairs.

Transform Your Maintenance Coordination

Connect 247 is a maintenance software designed to help you level up your maintenance
coordination. We’re your frontline for maintenance requests so that your team can be focused
on the work that drives the business forward. Request a demo today.

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