In our last blog, we discussed the advantages of Unit Connect Property Management Software and the ability to stay home and work from home. What we didn’t discuss was the necessity to be on-site during these tough times. Unfortunately, property management is not a job that can be done remotely. Here are some helpful hints to keep you, your staff and your residents safe while completing the necessary maintenance tasks to keep the property running smoothly. We’ve also included some helpful hints for turning vacant units while staying safe and observing social distancing.

Tips for Onsite Maintenance Tasks

If more than one team member must be on the same property at the same time ask them to use their cell phones to communicate and maintain separation. Try to avoid physical interaction between associates and/or tenants to limit exposure. Assign one person the onsite duties and a remote worker all of the communication tasks such as email and voicemail communications with vendors, staff and residents.

Below is a list of some high priority tasks that must be done daily:

  • Check mailboxes and deliveries

  • Walk hallways and common areas, using gloves and cleaning equipment when needed

  • Trash and recycling should be rolled out for pick up

  • Inspect hallways and trash rooms, and common areas

  • Inspect trash chutes for clogs

  • Check for damages and vandalism on the interior and exterior of all buildings

  • Walk the grounds and check light poles, lights, fences, broken windows, etc.

Tips for Turning Vacant Units

If this requires more than one team member, instruct your team members NOT to switch roles in the middle of any task. Whoever starts the turnover of a vacant unit should complete the turnover of that vacant unit. If possible multiple staff members should not work on the same turn unit.

As residents move out, ask them to leave the keys in the unit or at a drop off box near the rental office. Request all paperwork be completed via the internet/email.

For new residents moving in, send all documentation via email. Schedule time to speak to each new resident over the phone. Guide them on how to fill out and sign the lease documents and answer any questions they may have during this time. If necessary you can even offer a Skype or Zoom meeting.

During these tough times it is imperative we adapt and find safe alternatives to keep things going. As resident’s leases continue to come up for renewal or expire utilizing even a few of the suggestions above can help slow the spread tremendously. It is important to keep in mind, following guidelines for social distancing and cleanliness also provides a sense of security, safety, and trust. Residents want to feel comfortable in their own homes and business owners and employees want to feel safe when going to work. In these times of stress, isolation, and uncertainty adhering to safe practices can provide some much-needed comfort to everyone.