How do you manage your maintenance and repair team?

1 Plan ahead

The first step to managing your maintenance and repair team is to plan ahead. This means having a preventive maintenance schedule, a budget, and a list of reliable contractors and suppliers. A preventive maintenance schedule helps you avoid costly and urgent repairs by keeping your properties in optimal shape. A budget helps you allocate resources and track expenses. A list of reliable contractors and suppliers helps you find the best quality and price for your maintenance and repair needs.

2 Organize your tasks

The second step to managing your maintenance and repair team is to organize your tasks. This means having a system for prioritizing, assigning, and tracking your maintenance and repair requests. You can use a software tool, a spreadsheet, or a paper-based system to record and manage your tasks. The key is to have a clear and consistent way of categorizing, labeling, and updating your tasks. For example, you can use a color-coded system to indicate the urgency, status, and type of your tasks.

3 Communicate with your team

The third step to managing your maintenance and repair team is to communicate with your team. This means having regular meetings, clear expectations, and feedback mechanisms. Regular meetings help you coordinate, update, and troubleshoot your maintenance and repair activities. Clear expectations help you set goals, standards, and deadlines for your team. Feedback mechanisms help you evaluate, recognize, and improve your team's performance.

4 Monitor your results

The fourth step to managing your maintenance and repair team is to monitor your results. This means having a system for measuring, reporting, and analyzing your maintenance and repair outcomes. You can use key performance indicators (KPIs), surveys, or inspections to assess your results. KPIs help you quantify your efficiency, quality, and customer satisfaction. Surveys help you collect feedback from your tenants and contractors. Inspections help you verify the compliance and condition of your properties.

5 Learn from your experience

The fifth step to managing your maintenance and repair team is to learn from your experience. This means having a system for reviewing, reflecting, and improving your maintenance and repair processes. You can use a SWOT analysis, a lessons learned report, or a best practices guide to learn from your experience. A SWOT analysis helps you identify your strengths, weaknesses, opportunities, and threats. A lessons learned report helps you document your successes, challenges, and recommendations. A best practices guide helps you share your knowledge, tips, and tricks with your team.

6 Adapt to changes

The sixth and final step to managing your maintenance and repair team is to adapt to changes. This means having a system for anticipating, responding, and innovating your maintenance and repair strategies. You can use a risk assessment, a contingency plan, or a pilot project to adapt to changes. A risk assessment helps you identify and mitigate potential hazards and disruptions. A contingency plan helps you prepare for and cope with emergencies and crises. A pilot project helps you test and implement new ideas and solutions.

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?