How to Create a Property Maintenance Schedule

Maintaining your property is one of the most crucial aspects of ensuring its value, tenant satisfaction, and avoiding costly repairs. Whether you’re managing residential or commercial real estate, having a detailed on how to create a property maintenance schedule that can save you time, money, and stress in the long run. In this article, we’ll explore how to build an effective maintenance schedule for your property, factoring in seasonal needs, legal compliance, and long-term care.

Assess the Needs of Your Property

Before jumping into creating a maintenance schedule, it’s important to assess the specific needs of your property. Every building has unique demands based on its age, type, and location.

• Age and Condition of the Property: Older buildings often require more frequent checks for wear and tear, while newer properties may need fewer repairs but still benefit from regular inspections. Start by creating a list of known problem areas.
• Type of Property: Whether you manage a multi-unit residential complex, a commercial space, or a single-family home, each type of property has different maintenance needs. Commercial properties often require more frequent inspections of common areas, while single-family homes may focus on outdoor and internal repairs.
• Canadian Climate Considerations: The harsh winters and fluctuating weather conditions in Canada bring unique maintenance challenges. Winterizing the property, protecting pipes from freezing, and preparing for spring melt are key aspects to factor into your schedule.

Resources:

• Canadian Home Builders’ Association offers guides and checklists for different property types.
• CMHC provides advice on property maintenance across various climates in Canada.

Break Down Maintenance by Frequency

To keep your property in good shape, it’s helpful to break tasks down by frequency: daily, weekly, monthly, quarterly, and annually. This structure ensures you stay on top of routine tasks without feeling overwhelmed.

• Daily/Weekly Tasks: These include garbage removal, cleaning of common areas, and routine inspections of high-traffic areas. Simple tasks like making sure lights are functioning or ensuring proper waste management can be handled by property staff or contracted cleaners.
• Monthly Tasks: Check HVAC filters, inspect fire alarms and extinguishers, and test plumbing systems for leaks. Catching small issues like leaky faucets or malfunctioning smoke alarms can prevent larger problems down the road.
• Quarterly Tasks: Gutter cleaning, pest control, and outdoor lighting checks are typically handled on a quarterly basis. Seasonal changes also mean outdoor areas and the building’s exterior require more attention during these inspections.
• Annual Tasks: A thorough annual inspection includes servicing heating and cooling systems, roof inspections, and checking major appliances. For Canadian properties, this often involves preparing for winter by inspecting insulation, checking windows and doors for drafts, and ensuring snow removal plans are in place.

Resources:

• Canadian Real Estate Wealth Magazine often features annual maintenance checklists.
• Ontario Building Code for legal requirements regarding safety systems like smoke detectors and fire extinguishers.

Prioritize Safety and Compliance

Safety and compliance are critical aspects of any maintenance schedule. Canadian regulations require properties to meet specific building codes and health and safety standards. Make sure your schedule includes regular checks to ensure compliance.

• Legal Requirements: Adhere to local building codes and regulations. This could mean ensuring proper fire exits, maintaining operational smoke alarms, or adhering to specific electrical and plumbing standards.
• Tenant Safety: In addition to legal obligations, ensuring tenants feel safe is crucial. Regularly inspect walkways, staircases, and handrails, and ensure emergency repairs (like fixing broken locks or hazardous conditions) are dealt with promptly.

Resources:

• Canadian Centre for Occupational Health and Safety has information on building safety standards.
• City of Toronto’s Building Safety Guidelines offer a detailed breakdown of regulations for property managers.

Use Seasonal Maintenance Checklists

Breaking your maintenance schedule into seasons helps ensure you’re addressing all necessary tasks at the right time of year. In Canada, this is especially important as the weather can create distinct seasonal challenges.

• Spring: Inspect for any winter damage, start landscaping and garden prep, clean windows, and inspect roofs and gutters for leaks or ice damage.
• Summer: Check air conditioning systems, schedule pest control, maintain outdoor spaces (like pools or patios), and repaint or touch up exteriors.
• Fall: Winterize pipes and irrigation systems, inspect heating systems, check insulation, and ensure windows and doors are draft-proof.
• Winter: Focus on snow removal, inspect roofs for heavy snow or ice damage, and ensure heating systems are running efficiently.

Resources:

• Canadian Mortgage and Housing Corporation (CMHC) provides seasonal maintenance guides.
• The Weather Network for updates on Canadian weather patterns to help plan season-specific maintenance.

Using Technology to Stay Organized

Tracking and organizing maintenance tasks can be challenging, especially for large properties. Thankfully, technology makes it easier to keep things running smoothly.

• Maintenance Tracking Software: Property management software can help automate reminders, track tenant requests, and store records of completed tasks. These platforms streamline communication with contractors and provide clear timelines for routine maintenance.
• Communicating with Tenants: Having a streamlined process for tenants to report issues is key. Encourage tenants to report small problems before they become major issues, either through a maintenance portal or email. This allows for quicker resolution of repairs.
• Hiring Professionals: Some tasks, like plumbing or electrical inspections, require licensed professionals. Don’t hesitate to call in specialists when necessary.

Resources:

• Buildium and Propertyware are popular property management platforms that help automate maintenance schedules and tenant communication.
• Angie’s List Canada for finding reputable contractors.

Stay Ahead of Preventative Maintenance

Preventative maintenance is the most effective way to avoid costly emergency repairs. Regularly scheduled maintenance allows you to spot small issues before they escalate.

• Importance of Preventative Measures: Simple tasks like inspecting plumbing for leaks or checking the integrity of the roof can save thousands in emergency repairs.
• Cost vs. Benefit: Though preventive maintenance has upfront costs, the savings it generates in the long run can be significant, especially when it comes to avoiding larger, unexpected repairs.

Resources:

• Real Property Management Canada offers insights into the cost benefits of preventive maintenance.

Conclusion

A well-maintained property ensures tenant satisfaction and preserves the value of your investment. Creating a property maintenance schedule that covers everything from daily tasks to annual inspections will help you stay organized, safe, and compliant. If you need assistance, our property management team can help tailor a maintenance schedule specific to your property’s needs, ensuring nothing falls through the cracks.