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How do you handle technical issues that arise during property inspections using digital tools?

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Property inspections can be a complex task, but the advent of digital tools has streamlined the process significantly. When you face technical issues during these inspections, it's crucial to handle them efficiently to ensure the integrity of the inspection and maintain the property's value. By leveraging technology, you can address problems swiftly, keep accurate records, and ensure that all necessary repairs or maintenance are identified and scheduled.

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Gil Wildridge

Real Estate Sales and Property Management Expert

1 Digital Diagnostics

When encountering a technical issue during a property inspection, the first step is to use digital diagnostic tools. These are software solutions or applications that can help you identify the root cause of a problem. For example, if there's a malfunctioning HVAC system, a digital diagnostic tool can run a series of tests to determine if the issue is mechanical, electrical, or related to the thermostat settings. This approach saves time and reduces the guesswork involved in troubleshooting.

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2 Photo Documentation

Using your smartphone or tablet, take photos of any technical issues you come across during the inspection. This visual evidence can be invaluable when you need to discuss maintenance needs with property owners or service professionals. Digital photos can be tagged with metadata such as the date, time, and location, providing a detailed record that can be referenced later. Additionally, these photos can be uploaded to a cloud-based property management system for easy access and organization.

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3 Real-Time Reporting

Utilize real-time reporting features in your property management software to document technical issues as they are found. This allows you to create a timestamped record that can be shared instantly with team members or service providers. Real-time reporting ensures that issues are not forgotten or overlooked and that they can be addressed in a timely manner. This immediate documentation can also help in prioritizing which issues need urgent attention and which can be scheduled for later repair.

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4 Collaboration Tools

Leverage collaboration tools integrated within your property management software to communicate with your team or external contractors about technical issues. These tools can include messaging systems, shared task lists, and project management features. By sharing information through these platforms, you ensure that everyone involved is up-to-date on the status of the inspection and any issues that need resolution, which helps in coordinating repairs and follow-up inspections.

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5 Preventive Measures

Digital tools also allow you to implement preventive measures by scheduling regular maintenance tasks and inspections. By keeping track of maintenance history and upcoming service dates, you can prevent many technical issues from arising in the first place. If an issue does occur, your digital system can alert you to similar past problems and the solutions that were implemented, providing a quick reference to potentially avoid or mitigate the current issue.

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6 Issue Resolution

Finally, once a technical issue is documented and diagnosed, use digital tools to schedule repairs or maintenance. Property management software often includes features that allow you to assign tasks to maintenance staff or contact third-party service providers directly from the platform. This streamlines the resolution process, ensuring that the issue is addressed promptly and effectively, and allows for tracking the progress of the repair until it is completed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Gil Wildridge

Real Estate Sales and Property Management Expert
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Don't forget that when all else fails, paper will be there for you. There are hundreds of templates online for move in, move out, quarterly, and every other kind of inspection you can think of. Make sure to keep paper backups with you when entering a unit so you can still perform the inspection no matter what happens. It's way harder to reschedule an inspection than it is to just use paper if nothing else works. If there's a tenant in the unit who you have to coordinate with, they won't like having to set an inspection up a second time just because a digital tool didn't work.

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How do you handle technical issues that arise during property inspections using digital tools?

1

2

3

4

5

6

7

1 Digital Diagnostics

2 Photo Documentation

3 Real-Time Reporting

4 Collaboration Tools

5 Preventive Measures

6 Issue Resolution

7 Here’s what else to consider

Property Management

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How do you handle technical issues that arise during property inspections using digital tools?

1

2

3

4

5

6

7

1 Digital Diagnostics

2 Photo Documentation

3 Real-Time Reporting

4 Collaboration Tools

5 Preventive Measures

6 Issue Resolution

7 Here’s what else to consider

Property Management

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