How do you save time and money on maintenance requests?

Maintenance requests are inevitable in property management, but they don't have to drain your time and money. With some smart strategies, you can reduce the number and severity of maintenance issues, streamline your communication and workflow, and optimize your budget and resources. Here are some tips on how to save time and money on maintenance requests.

1 Prioritize preventive maintenance

Preventive maintenance is the best way to avoid costly and urgent repairs in the future. By inspecting and servicing your properties regularly, you can catch and fix minor problems before they become major ones. You can also extend the lifespan and efficiency of your appliances, systems, and equipment. Create a preventive maintenance schedule and checklist for each property, and follow it diligently.

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Fareed M. Raafat

Facility Management and Safety Management at Dr. Sulaiman Al Habib Medical Group
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Also with RCM which is a mix of PM, PdM and proactive maintenance we can save more costly urgent repairs and extend the life span of the system

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Donald J Hart Jr

Master Problem Solver, People Person
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Actual verification of performance. Many times we are more concerned with work order closeout and use our CMMS as verification. Periodic audits with on site verification can assure proper maintenance and limit equipment failure.

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Mohamed Ezzat ,PMP, PRMG,IOSH

Facilities Manager @ MARAKEZ | Operation Manager | FM Trainer | Life Coach
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1- use CMMS to automate and streamline work request. 2- implement preventive and predictive maintenance programs. 3-Standardize and optimize your maintenance processes and procedures to ensure consistency, efficiency, and quality. 4-Invest in training and development of your maintenance staff to improve their skills, knowledge, and productivity 5-Establish a strong partnership between maintenance and operations to ensure alignment of goals, expectations, and priorities 6-Use data and analytics to measure and improve your maintenance performance and outcomes

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Joe Marcoux

Director Operations Maintenance at Landmark of Amarillo
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A good PM starts with the turn. Filters, cleaning coils of ac, fridge help for better performance. I like to plan my techs day. Clump work orders by location to save on travel time. Also go over possible reasons for work order to bring common parts to also save on travel back and forth. Having a clean organized shop also saves time looking for parts. Only keeping good parts on shelves saves you from having to do the same job twice. You should also have a monthly, quarterly and yearly PM schedule: all these help cut Down on wasted time and happier residents= renewals …:::

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2 Use a maintenance request system

A maintenance request system is a software or app that allows you to receive, track, and manage maintenance requests from your tenants. It can help you save time and money by eliminating phone calls and emails, automating notifications and reminders, assigning and scheduling tasks, and generating reports and invoices. You can also use it to communicate with your tenants, contractors, and staff, and keep them updated on the status of each request.

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Donald J Hart Jr

Master Problem Solver, People Person
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Absolute requirement for any efficient maintenance program! Not only as a communication portal that lives with the request, but can help identify redundant requests and chronic issues.

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3 Train your tenants and staff

Another way to save time and money on maintenance requests is to train your tenants and staff on how to handle common issues and emergencies. You can provide them with manuals, videos, or online courses that cover basic troubleshooting, safety precautions, and reporting procedures. You can also educate them on their rights and responsibilities, and the terms and conditions of your lease agreement. By doing so, you can reduce the number of unnecessary or invalid requests, and prevent further damage or liability.

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Donald J Hart Jr

Master Problem Solver, People Person
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Unless part of the lease agreement, it is never okay to ask your tenants to perform their own maintenance or repairs. However, communication and messaging can prevent redundant service request or requests for items that are not actually valid. For example, lighting control standards or HVAC operating hours.

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4 Hire qualified and reliable contractors

When you need to outsource your maintenance work, you want to hire contractors who are qualified, reliable, and affordable. You don't want to waste time and money on contractors who are unprofessional, incompetent, or dishonest. To find the best contractors for your needs, you can ask for referrals, check reviews and ratings, verify credentials and licenses, compare quotes and contracts, and monitor performance and feedback.

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Donald J Hart Jr

Master Problem Solver, People Person
(edited)
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Experienced maintenance managers or chief engineers will have market knowledge. They will have trusted relationships that promote quality service. These same qualified management partners can vet new vendors for unexpected repairs and maintenance issues.

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5 Review your maintenance budget and expenses

Finally, you can save time and money on maintenance requests by reviewing your maintenance budget and expenses regularly. You can use your maintenance request system or other tools to track and analyze your income and costs, and identify any trends or patterns. You can also look for ways to reduce your expenses, such as negotiating discounts, buying in bulk, or switching to energy-efficient products. You can also set aside a reserve fund for unexpected or emergency repairs.

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Grabiela Perez

Highly experienced Property Manager
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I believe if you have several several apartments home your should buy in bulk for common item you now you us will constantly be using, like toilet seat, batteries, filters, and etc

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6 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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How do you save time and money on maintenance requests?

1

2

3

4

5

6

1 Prioritize preventive maintenance

2 Use a maintenance request system

3 Train your tenants and staff

4 Hire qualified and reliable contractors

5 Review your maintenance budget and expenses

6 Here’s what else to consider

Property Management

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How do you save time and money on maintenance requests?

1

2

3

4

5

6

1 Prioritize preventive maintenance

2 Use a maintenance request system

3 Train your tenants and staff

4 Hire qualified and reliable contractors

5 Review your maintenance budget and expenses

6 Here’s what else to consider

Property Management

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