Property Management

How Your Team Can Streamline Maintenance This Year

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Summary: Understand how to better organize and strategize your maintenance program for multi-families.


  • What is the best way to communicate maintenance issues?

  • Streamline processes with equipment and system warranties.

  • Use a combination of education and preventative maintenance to prevent bigger problems.

Overseeing a property comes with a lot of responsibilities—maintenance being one of the most important. Making sure everything is functioning correctly in a multi-family building or single-family home certainly isn’t an easy job. But with preparation and teamwork, the maintenance process can be smooth and efficient. Here are some tips your team can use to streamline maintenance.

Train your team on communicating with residents

Maintenance problems are one of tenants’ most common complaints. Not only are people unhappy when things in their home aren’t working correctly, but they also don’t like when they can’t get in touch with the maintenance team. Unfortunately, communication can easily fall through the cracks when multiple folks are relaying different messages.

It’s important that your team has strong communication with tenants so everyone has a good understanding of the process and no one feels out of the loop. Regularly host a team meeting to get on the same page with your crew on priorities, issues, and best practices. You should also frequently check in with tenants and request their feedback. This will help you maintain a healthy relationship with all parties involved, which in turn enhances a sense of understanding when problems arise.

Keep your team up to date on the latest trends in the industry

multi-family preventative maintenance for property managers

Any time you’re working with a team, it’s extremely important for everyone to be in the know on what’s new and changing in their own company, trade, and profession. Conducting periodic trainings to make sure your team members are up to date on the latest procedures and best practices can help ensure uniformity in the maintenance process. This can also be a great time to answer questions and get feedback on how everything on each property has been going.

Protect your property with a warranty

Looking for a way to cut the cost of major repairs that may be necessary on your property?

Property managers can purchase home warranties to cover most—if not all—of the cost to repair and even replace certain appliances and home systems. These plans can be good investments for occasions when you decide that it’s better to outsource service instead of having your team deal with the maintenance issue directly. It’s especially helpful if you have a small team but many properties.

Educate tenants on how to prevent maintenance issues

Although tenants don’t like maintenance issues, they may be inadvertently causing a lot of them. Fortunately, many of these problems can be prevented with a little education. Informing your tenants on routine maintenance, like how to properly use and take care of their appliances and what not to flush down the toilet or garbage disposal, may reduce the number of service requests your team has to deal with.

Emailing tenants online guides or mailing them resources once a month will aid both in communication and preventative maintenance. Some resources they may find helpful include: how to troubleshoot a broken appliance, seasonal home maintenance checklists, or easy adjustments to reduce utility costs.

preventative maintenance

Offer regular preventative maintenance

Addressing a small problem before it becomes a big issue can save you lots of time and money in the long run. Creating and sticking to a schedule to regularly check appliances, smoke detectors, and other items on the property will make your tenants happy and help your team stay ahead of the game. For example, proactively cleaning sewer pipes can prevent costly issues such as major blockages. Note: depending on the age of the building, you may want to do preventative checks more frequently.

Bring out the best in your property

Streamlining your maintenance process will do more than just make things run smoothly behind the scenes. It could also positively influence your tenants’ experience on your properties and help you earn more business in the future.

Written by guest contributor Paige Mitchell.

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The Top 4 Multifamily Amenities to Attract Millennial Tenants

Tenants are looking for something new.

Gone are the days of paying via a drop box and never seeing your neighbors.  Today, millennial tenants want an experience.  They want social responsibility.  They want convenience.

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Property managers are seeing that and changing the way they operate.  Property management isn't just maintenance calls anymore.  Now, they are looking for new, innovative, and sometimes back-to-basic ways of giving tenants what they want.

millennial tenants


1.  Community Engagement

Today's tenants want a sense of community in their apartment building.  Property managers can host events to bring the community together in addition to having community space.  Host a wine tasting in the lobby, a super bowl party, or a yoga class.  Take old space that is no longer used and convert it to a BBQ area.  Property managers have the opportunity to foster relationships and comradery with residents, and that is exactly what they are craving.   

Related - What Do Property Managers Need to Know:  Five Year Fire Sprinkler Inspection

2.  Pet-Friendly 

According to, 84.6 million millennials have pets.  Of that group, 63% think their pets should be pampered.  Residential buildings that cater to pets will have an advantage for millennial tenants (the biggest renter market).  If the building has open space, consider making it a dog park area where owners can let their dogs off leash for some fun.  When 70% of people who live in apartments have a pet, you want to capture that market by catering to them.  Other pet-friendly amenities include on-site grooming, boarding and pet sitting, in-house dog walkers, indoor/outdoor dog parks, and more.

pet-friendly apartment building


3.  Green Utilities

Millennials prefer an energy efficient home.  Apartment units should have energy efficient appliances.  They look for Energy Star labels on their dishwashers, washing machines, and refrigerators.  In addition, add smart control to the HVAC.  These choices will keep utility costs down for the building and tenant.  Offer recycling in your building.  Millennials care about environmental issues, and would choose a building that has recycling over another.

Related -  5 Blogs to Keep Property Managers at the Top of their Game

4.  Convenience

Today's tenant wants convenience.  They want online payment portals, online leasing, and maintenance requestsThey want on-site fitness centers.  They want car services.  They want WIFI.  

What are you doing to differentiate your building from your competitors?