Ever wondered why some Puerto Rico area commercial properties thrive while others struggle? The answer is simple. Some commercial property owners invest in great facility management and some don't.
Facility management is the art of keeping your commercial property in great shape.
It's about making sure that everything works as it should, from the plumbing system to the HVAC system.
It's also about keeping your tenants happy by providing them with a clean and safe environment. If you are wondering how to create a facility management plan, this guide is for you.
Create a Maintenance Plan
A maintenance plan outlines all the regular tasks needed to keep your Puerto Rico area property in good shape. This includes HVAC system maintenance, landscaping, cleaning, and pest control. It also includes inspections and repairs.
Schedule these tasks on a weekly, monthly, semi-annual, or annual basis. Tracking maintenance ensures it gets done before minor issues become major problems.
Communicate With Tenants
Keep tenants informed about maintenance that affects them. Provide advance notice if water, power, or any of the building systems will be off temporarily.
Listen to tenant concerns and address issues promptly. Send a monthly newsletter with facility updates and reminders about rules and regulations.
This communication between real estate management and tenants can help prevent problems from occurring. It also builds trust with your tenants, which can lead to better relationships and less turnover.
Implement a Work Order System
Using a work order system allows tenants to request repairs and maintenance. It also helps you track issues and document what work was done.
You, or your commercial property management, should respond quickly to urgent requests. For efficiency, group similar requests together. Keeping on top of work orders improves tenant satisfaction.
Inspect the Property Regularly
Walk around the entire Puerto Rico area property at least monthly, looking for any issues needing attention. Look for electrical system problems, trip hazards, leaky faucets, burned-out light bulbs, etc.
Verify fire extinguishers, exit signs, and smoke detectors are up to code. You should also check for any structural maintenance that needs to be done.
Conduct drive-through inspections of parking lots. Look for any signs of damage or wear and tear.
If you see something that needs attention, make a note of it and take care of it as soon as possible. This will help ensure you overlook nothing during the inspection process.
Keep Up With Compliance
Stay on top of all legal and regulatory requirements. This includes inspections of the fire safety system, backflow preventers, elevators, and alarm systems.
Make sure you have proper permits and insurance for the Puerto Rico area property. Keep records of compliance accessible and up-to-date. Being compliant keeps your property safe and avoids potential lawsuits.
Facility Management: Ensure Your Facility Is in Good Working Order
Proper facility management takes effort. However, it pays off through well-maintained properties and happy tenants. Following these tips will help you run a top-notch facility that minimizes headaches and maximizes your return on investment.
PMI Puerto Rico is part of a bigger franchise that's been revolutionizing property management for over 20 years. If you need a commercial property manager in Puerto Rico, contact us today!
