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Implement Your Maintenance Manuals through a Maintenance Program!
A maintenance manual is only a plan; it must be implemented to be successful.
A maintenance program is the best way to implement the manual. The program is nothing more than doing the work and inspections called out in the manual by having a building technician on-site one day or more per month at the start-up of the community.
The manuals show the manager and the board of directors what common areas to maintain, how and when to maintain them. It is crucial to provide new communities with a list of components (buildings and landscape) they need to maintain plus clear specifications on how to maintain them. Automakers provide a handbook with all of their cars, which includes maintenance schedules. Why would anyone think that a community with $5,000,000 or $50,000,000 of common area assets would not need a similar guide?
What is included in the Maintenance Manual?
Each maintenance manual is custom made and includes:
Specific maintenance programs with digital photographs for structures, landscape and amenities.
Monthly and long-term schedules and checklists for short and long term care.
Completed checklists provide a history of inspections and follow-up activity.
Reference lists of consultants, subcontractors and suppliers.
An inventory of equipment, materials and products.
Site plans showing utilities, emergency shut-offs, building locations, building addresses and irrigation use.
Construction details to illustrate key maintenance elements.
Maintenance responsibilities of your communities’ maintenance contractors.
Implementation of Maintenance Program is Key:
Retain a qualified maintenance contractor to provide maintenance. For a new small-to-medium size property, one (1) day per month for the first year or so should prove sufficient. At a larger property or high-rise community, you may need considerably more than one day per month.
Ultimately a maintenance manual is worthless if it sits on a manager’s bookshelf. The manuals must be correctly implemented in conjunction with a maintenance program, otherwise the developer has wasted a lot of money, the manager has wasted a lot of time and the community will certainly risk falling into the typical dead-end of deferred maintenance.
If you have a maintenance manual and have questions on how to implement it, please call us.
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David Rauch is the President of ProTec Building Services, full-service contractors with licenses in General Contracting, Electrical, Painting, Plumbing and Roofing, providing Construction and Maintenance Programs to over 250 communities in San Diego, Orange and Riverside Counties. |
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Did you know...?
....Up to 50% of used rental or fleet cars are sold with rolled-back odometers, according to the Department of Transportation. Even if mileage is accurate, rental and fleet cars are not likely to have been well maintained. They are given standard maintenance – even though they have been run under severe conditions. Best: Buy a used car from a private party who can provide service records and mileage documentation. Search the title history at www.carfax.com…and have your mechanic check out the car before you buy.
David Solomon, President, Nutz & Boltz
Interested in saving some energy this summer?
Check out the energy reduction tips and more at www.flexyourpower.ca.gov/.
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