The Problem Solver
Using Visual Inspections to Prevent Problems
In this article, I will give you some pointers on preventing both cleaning and maintenance related problems. This will make your job a little easier, hopefully more enjoyable, and your property less costly to operate.
When you deal with people, buildings, and electro/mechanical systems, things will break down and go wrong; it goes with the territory. However, a truly professional manager is always looking for ways to minimize the inconvenience, disruption, frequency and costs of such occurrences. It's important to realize that a key part of your job is to implement management control programs to see that the same problem does not repeat itself. Focusing on prevention and improvement is an attitude - a way of looking at one's job and responsibilities. Today, it's called CQI (Continuous Quality Improvement). The big companies are into it because it works and it makes a difference. In a small company, it's easier to do, the benefits more obvious. It can make a tremendous difference in tenant and employee satisfaction.
Conducting the Inspection
One of the best prevention tools we have is visual inspection. Set aside time on a regular basis to tour specific areas of the property, looking for and taking steps to prevent potential problems. Inspection frequencies will depend on the property and what you're trying to prevent or accomplish.
Although we all notice things as we travel through our properties each day, an inspection tour is for the specific purpose of looking in detail at cleaning and maintenance issues. The best approach is to develop a checklist, that forces you to look at all key areas and equipment. This helps insure that things don't get missed. All areas of a building or property need to be inspected. This includes mechanical room, basements, janitor closets, fire stairs, roofs and storage areas.
Be Prepared
When doing an inspection, take along what you need: pencil and paper, inspection forms, keys and flashlight, etc.
Make notes as you go -- what needs to be done, who should do it, approximately how long should it take? In your notes, be specific as to the location and duties so others will know exactly what needs to be done. And, on your next inspection, or within a few days, verify that the work was actually completed and the desired results achieved.
Cleaning Inspections
As an example, cleaning inspections may be done each morning by checking such priority areas as: lobbies, rest rooms, recreational facilities, parking, dock and trash areas. Tenant spaces in a commercial building may be inspected on a once a month basis, with more frequent emphasis placed on those areas that produce repeated complaints or have special requirements.
Maintenance Inspection
Maintenance issues are more complex and can be much more costly if preventive inspections and maintenance are not performed on a regular basis.
Residential Properties
On residential rentals, perform a maintenance inspection at least once a year. This lets you see how the tenant is taking care of the property, as well as identify any needed repairs that may lead to serious damage or life and safety issues.
For each type of inspection, I make up a form listing the unit number, with separate columns for all the key items I need to look at in each room or unit. Don't forget to look at laundry rooms, recreational areas, trash and recycle areas, the maintenance shop, parking areas, and signage.
Common things I look for are as follows:
- Leaking faucets and drips or damage under the sinks
- Loose or missing grout around tub and shower enclosures
- Water marks on ceilings, (indicating water leaks from above)
- Test fire alarms and smoke detectors
- Carpet and flooring seams that need repair
- Unsafe or unsanitary conditions
- Loose railings or stairs
- Pooled water in parking area
Although this list can be nearly endless, each building and area has a set number of items that need checking. Once you've done a few units, it will become obvious where the emphasis needs to be placed.
Making It Work
To make it work, two things are required; do inspections on a regular basis and follow up to verify that the items are corrected. Regardless of the type and size of property you are dealing with, inspections are one of the best management tools that you have available to maintain the property and control costs regarding cleaning and maintenance.
(Wm R. Griffin is the President of Cleaning Consultants Services in Seattle, WA. Visit the CCS home page to find out more about the company by clicking the 'home page' button.)
|
|
|
