Learn some best practices for preventive maintenance of common areas, such as lobbies, hallways, elevators, parking lots, gardens, pools, gyms, etc.

Treat the property like it’s your home. Tenants and property owners who feel pride of ownership generally take better care of common areas. Even though the tenant isn’t an owner, the property is where he (she) lives. Taking pride in where you live is an important factor in how well the property is maintained.

What are the best practices for preventive maintenance of common areas?

Preventive maintenance of common areas is essential for property managers who want to avoid costly repairs, maintain tenant satisfaction, and comply with safety and health regulations. Common areas include lobbies, hallways, elevators, staircases, parking lots, gardens, pools, gyms, and other shared facilities. Here are some best practices for keeping them in good shape.

1 Plan ahead

The first step is to create a preventive maintenance plan that covers all the common areas and their components. The plan should include a schedule of inspections, cleaning, servicing, and replacement of parts and equipment. It should also assign responsibilities and budgets for each task and identify the vendors and contractors who will perform them. A preventive maintenance plan can help you anticipate and prevent problems, save money and time, and document your actions.

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Regina LeValley

Grants Specialist | Military Spouse | Empowering Veterans & Military Spouses Through Funding & Advocacy
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Being proactive with a preventative maintenance schedule not only keeps your property’s curb appeal eye catching, but it can prolong the life of your community’s visual features, keeping your community within your projected budget.

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2 Inspect regularly

The second step is to conduct regular inspections of the common areas and their systems. Inspections can help you detect and fix minor issues before they become major ones, ensure compliance with codes and standards, and assess the condition and performance of your assets. You should inspect the common areas at least once a month, or more frequently depending on their usage and wear and tear. You should also inspect them after severe weather events or incidents that may cause damage. You should use checklists and reports to record your findings and actions.

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3 Clean thoroughly

The third step is to clean the common areas thoroughly and frequently. Cleaning can help you remove dirt, dust, debris, stains, and odors that can affect the appearance and quality of the common areas. It can also help you prevent the growth of mold, pests, and bacteria that can pose health and safety risks. You should clean the common areas daily or weekly, depending on their traffic and exposure. You should also use the appropriate products and equipment for each surface and material.

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4 Service promptly

The fourth step is to service the common areas promptly and professionally. Servicing can help you maintain the functionality and efficiency of the common areas and their systems. It can also help you extend the lifespan and reduce the downtime of your assets. You should service the common areas according to the manufacturer's recommendations or industry best practices. You should also use qualified and licensed vendors and contractors who can perform the service safely and correctly.

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Lalit Raghuvanshi

Manager at Hindustan Zinc Limited |Ex Tata Steel | Ex Sandvik Asia Ltd | Ex Jaypee Cement
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Follow OEM guideline for effective preventive maintenance ,these guideline often include lubrication schedule ,inspection schedule and troubleshoot procedure

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5 Replace timely

The fifth step is to replace the common areas timely and strategically. Replacing can help you update and upgrade the common areas and their systems. It can also help you improve the aesthetics and value of your property. You should replace the common areas when they are worn out, damaged, obsolete, or inefficient. You should also consider the return on investment, tenant preferences, market trends, and environmental impact of your replacement choices.

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6 Communicate effectively

The sixth and final step is to communicate effectively with your tenants, staff, vendors, and contractors about the preventive maintenance of the common areas. Communication can help you inform and educate your tenants about the benefits and expectations of the preventive maintenance program. It can also help you coordinate and collaborate with your staff, vendors, and contractors to ensure the quality and timeliness of the preventive maintenance tasks. You should communicate the preventive maintenance plan, schedule, procedures, and updates to all the relevant parties using clear and consistent messages and channels.

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7 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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Jan Evett

Real estate career professional serving the communities of NW Florida beaches.
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Treat the property like it’s your home. Tenants and property owners who feel pride of ownership generally take better care of common areas. Even though the tenant isn’t an owner, the property is where he (she) lives. Taking pride in where you live is an important factor in how well the property is maintained.

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Leander Richard

PRYAMID
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Good house keeping and proper storage of items that may be stored in this area. Common areas should be kept clean and free of any clutter

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Donald J Hart Jr

Master Problem Solver, People Person
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Unlike much of the tenant occupied space, the common areas have a long life without huge budgets for updates. As the property ages, the style of architecture along with fixtures and finishes become dated. As time passes, unmaintained common areas appear even older than they are. The only thing worse than late 90's finishes are shabby late 90's finishes.

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gabriela ramirez

Facilities & Administration manager
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Precisamente el prevenir antes con programa de revisión diaria, semanal, quincenal dependiendo del equipo. Tener pólizas anuales de mtto. Hacer pruebas. Tomar esta práctica como si fuera tu casa.

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Elcidio da C. Assamo

Gestor de Campo| Encarregado de Manutenção| Técnico de Instrumentação
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Na sua casa primeiro lugar . Todo o planificador de Manutenção tem de iniciar na sua própria casa na qual vai levando os planos na normalidade: e outros lugar mas comum como os hospitais. Os emprendedor investem muito e usam pouco por falta de ensinamentos .

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What are the best practices for preventive maintenance of common areas?

1

2

3

4

5

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7

1 Plan ahead

2 Inspect regularly

3 Clean thoroughly

4 Service promptly

5 Replace timely

6 Communicate effectively

7 Here’s what else to consider

Property Management

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What are the best practices for preventive maintenance of common areas?

1

2

3

4

5

6

7

1 Plan ahead

2 Inspect regularly

3 Clean thoroughly

4 Service promptly

5 Replace timely

6 Communicate effectively

7 Here’s what else to consider

Property Management

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