Don’t worry, this article isn’t a parody of an old M. Night Shyamalan movie nor are aliens trying to inhabit your property.
Then again, the 2002 science fiction does postulate insight for property managers. We’re not talking about Bo Hess leaving water glasses around your home to fight off intruders.
We’re talking about picking up the signs. Identifying the potential weaknesses in your operation for starters.
We’re sure there are a few aspects of your operation you believe you can always improve upon.
Where do we start? Your team is laden with work orders, routine maintenance, managing disjointed procedures, running through a plethora of checklists…the list goes on.
But rather than mulling over the possible drawbacks, let us help. We’ve done our research. Genuinely, we have. There are four signs you need to invest in work order software for efficient property management.
If you’re managing a single property – or multiple properties for that matter – measure your current operation against whether it’s lacking in any of these areas.
- Preventive maintenance (PM)
- Checklists and procedures that lead to competence and performance
- Documentation inclusive of pictures, video, audio and digital signatures
- Smart analytics to increase operational efficiency and overall property management
If you experience a shortage in any of these, you know it’s time to invest in work order software for property management.
Preventive Maintenance is a Must-Have in Your Work Order Software
Do you have any preventive maintenance practices in place? Did we already stump you? Then you’d better keep reading, because this…this is Information you can use.
Out of the four signs, most operations fall short on preventive maintenance alone. One property or 800 properties – it doesn’t matter.
Managing your maintenance activities and tasks is an arduous process. Not properly executed, your maintenance operation can fall short. Work order software with built in preventive maintenance is the leading driver in turning your maintenance into a profit center.
A great deal of research and time was spent to develop a preventive maintenance section in our CMMS solution. It provides maintenance staff with the capability to easily create, manage, track and record routine activities and tasks. So we understand the potential losses associated with not implementing a solution that can seamlessly perform preventive maintenance.
You’ll need a system where PM tasks can be entered for your work orders directly from a web-based system. It’ll allow you to naturally create and execute maintenance tasks based on your activities.
Not sure how that works?
Here’s an example for you:
An activity to conduct quarterly filter changes on HVAC units throughout your property can be scheduled in the system with associated tasks. Tasks for this activity may include check the drip pan, clear the drain, check for any leaks, and replace the filter. The activity can then be scheduled for a specific time and date each quarter, month, or week.
It boils down to what your specific property requires.
All associated equipment, materials and labor can be included in the associated activity details. Being able to instantly see your PM work order details with no question, now is that peace of mind or what?
Need a bird’s-eye view of your activities? Many systems will give you the ability to easily view and make changes on a PM calendar. A PM calendar can be viewed in daily, weekly, or monthly format. Look for ones that include a drag and drop option for changing dates! Impressive, right?
Preventive maintenance can be game changing for your operation. All the benefits of your work order solution are simply unmatched.
Oh, but wait! What happens when your team goes to complete a routine activity or work order? How do you ensure they know what to do, how to do it, and that it’s being completed the way you need it to?
Our answer: Checklists to define and control your process.
Checklists Facilitate Your Process
Digitally created checklists are the straightforward answer to the long asked question on how to take fundamental control over your maintenance.
Creating checklists gives property managers like yourself complete control and consistency of maintenance. We can’t forget the consistency. But you already knew that. Checklists will ensure all checks do not go overlooked – all your bases are covered.
Putting a solution in place is the first step, but it’s vital that all your staff at all your properties are on the same page (and checklist!). Defining step-by-step procedures will eliminate the doubt and inability to properly audit whether your work orders are being completed in accordance to your vision.
If your checklists are currently proving unsuccessful, keep reading because you’re going to see how creating well-thought-out checklists empowers your staff to accurately document work orders, inspections and other maintenance activities.
Documentation Attests Its Value (Literally)
If you're still handwriting work order details…we feel sorry for you. That’s because your hands have got to be killing you!
Not only does handwriting important maintenance details lead to arthritis, but it affects your bottom line. Think about all the files on your desk or the work orders your team is behind on due to improper planning, scheduling and documenting.
Are you underestimating labor or material costs? Is your team conducting inspections on the wrong equipment? We suspect the effect of this is inaccurate and mismanaged paperwork piling up.
With the implementation of a web-based system, you can say “Good-bye” to pen and paper. Digitally store all maintenance details and experience the peace of mind you so deserve. Documentation literally proves its value…it proves all your maintenance efforts.
Digital documentation stored into a web-based software affords your staff the tools to complete a work order while obtaining vital information. Writing “broken faucet” on a work order doesn’t provide you with anything. Instead, have your staff take a picture of that faucet before and after it was replaced, attach it to the work order, and they can leave a digital signature to acknowledge its completion. Now that’s a solution!
Accurate digital documentation gives you the basis for measuring your operational effectiveness.
Analytics, Your Truth is in the Numbers
Capture your documentation and scrutinize it likes it’s your job. Well, it is your job. But with a work order solution, it’s your job…a whole lot easier.
Give yourself access to an array of reports and summaries to assess the performance of your property management. You deserve it.
The types of reports you’ll be able to take advantage of range from a breakdown of all work orders and purchase orders active in your system, preventive maintenance, activities, equipment, vendor work orders and purchase orders, to labor related information. Reports can be manipulated as needed and exported to a spreadsheet in many systems.
Now it’s no coincidence there are nine letters in the word ‘Analytics.’ Check out this blog article we wrote on nine maintenance reports that can help you solve your property management puzzle. Paralysis via analysis is the last thing we want, so these should help you get started!
Comprehensive one-click reports, charts and graphs provide an accurate breakdown of your work orders, preventative maintenance, fixed assets, materials, and vendor information. See the information the way you need to see it.
Operational effectiveness can only be achieved or enhanced when you manage what you know. If you know what’s occurring at your property, use all that valuable insight to measure it over and over with absolute purpose.
Over to You
Are you seeing the four signs at your property now that you’ve read this article?
Don’t lose customers because you read this and didn’t take action. Use this article to identify possible shortfalls in your operation. After that, plan, schedule and execute.
These four are a simple fix extending the longevity of your operation. It’s a return on investment we’ve forecasted to provide you with infinite returns.
Invest in a work order solution. Invest in your peace of mind.
