Category: Property Management

How To Better Manage a Multi-Tenant Facility

Multi-tenant commercial properties such as strip malls and major office buildings can be very lucrative for owners, but they do come with unique management challenges. Keeping tenants satisfied requires a consistent flow of communication and a staff that is quick to aid in any issue from rent to maintenance and everything in between. 

At MaintenX, we help you keep tenants happy with reliable, affordable maintenance service. Below are just five ways you can make your multi-tenant property easy to manage with a MaintenX preventative care program in place: 

Offer an easy maintenance request form or process.

Requesting maintenance service is often a guessing game for commercial tenants. By making the process easier, you can ensure everyone has access to maintenance service and doesn’t hold resentments about unfinished tasks because they don’t know who to ask. MaintenX’s work order management system makes it simple for you to keep track of maintenance requests and ensure a technician is dispatched at your tenant’s earliest convenience. 

Schedule regular maintenance well in advance.

Some maintenance tasks need to be done no matter what, like hydro-jetting for your plumbing system or routine HVAC cleaning and maintenance. If you stick to a schedule, you can make it easier for your tenants to plan around these maintenance days. This also prevents future issues because preventative care can help improve systems performance and reduce unexpected breakdowns. 

Check-in with tenants one-on-one.

The businesses within your commercial space may not have time to fill out maintenance requests for every little thing they need, which is why it’s important to check in periodically to discuss their needs in a more personal manner. Maybe they don’t have time to fix the faucet themselves, or they’re 100 more important things than cleaning out the air ducts but it still needs to get done. If you and your MaintenX crew schedule time for onsite consultations, your tenants can better communicate with you and won’t have hidden complaints causing tension in your professional relationship. 

MaintenX can make management of your multi-tenant facility that much easier with a reliable, responsive maintenance service. To learn more about setting up a preventative maintenance program at your facility, contact us today!

How To Clear Your Maintenance Backlog This Year

2022 is here, which opens up the doors for new possibilities with your maintenance department. The slate is wiped clean with a renewed budget and an opportunity to improve your maintenance practices. One of the biggest New Year’s resolutions you can make for your facility this year is to clear out your maintenance backlog before the end of winter. 

 

The maintenance backlog is one of the trickiest things for a facility manager to handle. A completely empty backlog can invite just as much trouble as one that is backed up for six months. Below are some tips to clean up your backlog and bring it back to a manageable level:

 

Step 1 – Remove outdated work orders. 

If your backlog has been sitting idly for several months, there are likely service requests that have either been completed, need modifications, or are duplicated due to multiple unanswered requests. Take a fine-toothed comb to your backlog to ensure everything in there is relevant to your maintenance team. 

 

Step 2 – Update all work order information.

Some maintenance requests may have been skipped because the work order had incomplete information. If you see work orders that are incomplete or lack information for your maintenance team to use, contact the original requester to complete the order and get it back on the service list. 

 

Step 3 – Prioritize

Once you’ve cleared away all of the incomplete and irrelevant work order requests, you must sit down and prioritize them by importance and date of request. This should be done with your maintenance team to determine what will take the most time and resources versus what can be knocked out easily or is not actually a priority. 

 

Step 4 – Execute

With an organized backlog in place, it’s time to start scheduling your services. This can take some time but is worth the effort to take that stress off of you in the new year. Your maintenance team can knock out different services for your HVAC, electrical, plumbing, and roofing systems in a matter of days or weeks, and can help you start fresh with a new backlog of relevant preventative repairs. 

 

Step 5 – Reflect and schedule preventative maintenance

With a cleared backlog from 2021, you can start refilling your maintenance requests with future services based on your preventative maintenance schedule. This turns your backlog into a tool for scheduling and sticking to your maintenance plan, rather than a constant reminder of all you still have to get done. If you follow this plan, you’ll actually be happy to use your backlog for the maintenance schedule in 2022. 

 

MaintenX can help you organize your maintenance schedule for a more seamless experience in preventative care. To learn more about our preventative services, contact your local MaintenX!

Safe Practices for Summer Outdoor Maintenance Work

Summertime is one of the busiest times for maintenance workers. With HVAC systems overworked and outdoor spaces needing additional care, we are often booked to the maximum every day. However, this can pose several risks for the maintenance team on your job site. We ask that all clients help us promote a safe and productive work environment by following these general guidelines for maintenance work during the summer:

 

Begin early and take breaks often

The morning is the best time to complete outdoor maintenance work in the summer. The day will not be at its hottest until late afternoon, and plenty of work can be done in the first few hours of the day to prevent overexertion in the heat. By starting early (as early as you are allowed on your property), your maintenance team will have to take fewer breaks in the summer heat. It is important, however, to allow for breaks as the afternoon rolls on to ensure a safe work environment. 

 

Prioritize hydration

One of the most common causes of fatigue, passing out, and other heat-related work incidents are dehydration. If a work crew is not given enough breaks for water and food, they will work less effectively and may even hurt themselves in the process. This is especially dangerous for roofing or HVAC repair services where the tasks must be done in dangerous locations. Always give your maintenance team time for water breaks and a lunch break for their safety.  

 

Provide sunscreen

Many of us skip sunscreen unless we’re planning a day at the beach, but it should be worn at all times when working in the sun. This not only protects workers from the dangers of skin diseases and cancers but will allow them to work longer in the heat. A sunburn is a serious issue and can limit the number of hours your maintenance team can work. If handy, offer them sunscreen every few hours to ensure your team is well taken care of. 

 

Look out for signs of heatstroke

Though rare, heatstroke can happen to workers who have been in the sun for too long. Typically, heatstroke symptoms will show early before the individual passes out. They may include nausea, slurred speech, irritability, flushed skin, rapid heart rate, and heavy breathing. If a maintenance technician reports any of these signs in themselves or another worker, take action immediately. 

 

By following these simple steps you can help your maintenance team work more efficiently. MaintenX always follows these procedures, and we always appreciate it when our clients do the same. For more workplace safety tips, visit our resource center. 

How To Waterproof Gazebos, Pergolas, and Other Outdoor Hardscape

Many outdoor showrooms, restaurants, and even healthcare facilities feature outdoor hardscape elements for customers or visitors to enjoy. A well-maintained pergola or gazebo can offer shade, aesthetic appeal, and even practical applications for your facility. However, if your wooden hardscape is not well-maintained, it can pose much more of a hazard to visitors and tenants. We strongly encourage facility managers to invest in waterproofing their outdoor elements for safety and long-term aesthetic value. 

 

Below are three different options for waterproofing your wooden hardscape elements: 

 

Wood Stain

Wood stains are the most popular waterproofing option for pergolas, gazebos, and other wooden hardscapes. Wood stains maintain the natural appearance of wood but will protect it from water damage, mold, and mildew. This is especially important for permanent outdoor fixtures that will be exposed to the conditions long-term. Wood stains also come in a variety of colors if you are looking for a decorative touch. The primary downside to wood stains is that they are more expensive than waterproof paints and can take a long time to dry. 

 

Waterproof paint

Waterproof paint is a fantastic cost-effective alternative to wood stains. Waterproof paints come in all different colors and will provide the same protective benefits as a wood stain. They are often fast-drying and can liven up an outdoor showroom or any place where customers will frequent. However, waterproof paints will inevitably chip, meaning touchups will be required more often than with a wood stain. 

 

Elastomeric coatings and liquid rubber

Rubber coatings and elastomeric membranes offer protection and a clear coat to protect your wooden hardscape. These coatings are most often used for roofing but they do have some use in wood applications for smaller pieces. While not the most popular option because of its expense and aesthetic outcome, liquid rubber coatings will outlast both paint and stains. If you have a practical wooden hardscape you need to effectively protect for the long-haul, liquid rubber may be your best option.

 

MaintenX specializes in waterproofing both roof and other hardscape elements for commercial facilities. We take pride in our quality craftsmanship and commit to your facility’s long-term success. To learn more about our preventative maintenance services, contact your local MaintenX today!

 

Summer Sunshine Can Destroy Your Parking Lot

The summer months are often the busiest for retail, restaurant, and even some healthcare facilities. With more customers out and about, you’re more likely to see walk-in traffic while the weather is warm and kids out of school. Healthcare facilities often see more appointments either due to vacation-related health issues or because parents have more time to schedule appointments for children and themselves. However, you won’t see that much-needed traffic if your facility’s exterior is not up to par. 

 

Parking lots say a lot about the overall care of a facility. Unfortunately, they take quite a beating in the summertime due to the heat. High temperatures and daily afternoon showers can cause these issues in your parking lot during the summer:

 

  • The tar melts and causes deformities. When the sun beats down, it can slowly melt the tar in parking lot asphalt over time. While you won’t notice this as it’s happening, the melted tar will re-form and cause bumps and deformities in the parking lot surface. 

 

  • Asphalt cracks and becomes loose. As the tar melts and morphs into different shapes, it can more easily crack. Older parking lots are more likely to crack in the summertime because this process of melting and reforming tar has happened for years, and the structure is no longer sound. 

 

  • Asphalt swells from high heat or heavy rains. Asphalt can also swell due to the high heat or from heavy rain in the summertime. This will also cause deformities in the surface and will eventually lead the surface to crack. 

 

Solutions for Parking Lot Sun Damage

 

While you cannot fully protect your parking lot from sun damage, you can apply a sealant on the fresh pavement to extend its service life and avoid some of these issues. Your MaintenX technician can help you choose a seal coating for your parking lot and schedule the application during off-hours. Sealants typically do not take long to dry and can be applied to new and older parking lots. 

 

MaintenX takes parking lot and exterior facility maintenance seriously. To learn more about our services and solutions, contact your local team today!

How To Help Protect Florida Wetlands At Your Commercial Facility

Florida’s wetlands are one of the most precious natural landscapes within the state. The mangrove swamps, marshes, and one-of-a-kind Everglades are responsible for a rich ecosystem that supplies residents with many benefits. Not only are these wildlife habitats incredible to visit, but they help to reduce carbon emissions, keep water sources clean, and reduce flooding on the mainlands. Without our wetlands, Florida would be a very different place. 

 

While the state has gone to great lengths to protect these lands, about half of the natural wetlands in Florida have been destroyed or altered permanently. This is largely due to commercial and residential real estate development. As the population grows, it slowly encroaches on the habitats that provide drinking water to the millions of permanent residents and visitors that Florida receives every year. 

 

Not only is this degradation of the wetlands detrimental to us, but it is slowly causing Florida’s native species to become endangered. Florida is home to dozens of threatened and endangered species. Most of these depend on the wetlands for habitat, food, or water access and are struggling to survive with the depleting habitat. If we are to save this landscape and protect its wildlife, then we must all act as a community to prevent further damage. 

 

Ways You Can Help

Businesses can do as much or more than individuals in the preservation of wetland habitats in Florida. Below are # ways you can contribute to wetland preservation in your daily operations: 

 

  • Treat your water properly – Much of the destruction of Florida’s wetlands is caused by water pollution. If the water is contaminated by man-made chemicals and pollution, it cannot sustain its complex wildlife ecosystem. By ensuring proper water disposal and treatment at your facility, you can help protect the greater environment around you.

 

  • Educate your employees and tenants – Impact starts at the individual level and grows upward. If your employees understand the impact of human development on the wetlands, they will be more motivated to act. By offering educational resources to tenants and staff in your building, you can yield greater results in recycling, carpooling, or other eco-friendly initiatives at your business. 

 

  • Donate – By donating to conservation projects, your business can make a direct impact on the preservation of precious wetlands. You can start a corporate fundraiser, or simply set aside some of your charitable giving funds for wetlands conservation programs. 

 

When we work together we can achieve great things. MaintenX is proud to be located in Florida, and we are dedicated to environmental sustainability in our services and programs. TO learn more about our eco-friendly maintenance options, contact us today!

How To Remove Mold From Roofing

Roofing maintenance is typically straightforward. You clean your gutters every year, replace shingles after a storm, and make sure that water penetration is kept at bay. However, not many commercial facility owners realize their building may be at risk for molding on their roof. If water does not dry after heavy rainfall, you could have a perfect breeding ground for mold and mildew. That’s why MaintenX wants to give you all the tips, tricks, and warning signs to ensure you prevent mold from forming on your roof. 

 

Below are the steps to prevent, identify, and remove mold from your commercial roof:

 

Step One: Prevention

The best way to prevent mold growth on the roof is to ensure proper water drainage. This is simple if you have a slanted roof; as long as you keep your gutters clean, you should be able to drain water easily. However, flat roofs or roofing with damage can collect water, causing mold to grow. Ask your MaintenX specialist about drainage solutions for your roofing. 

 

Step Two: Identifying mold

Most facility owners and managers don’t take a close look at their roofing on a regular basis. This makes it very easy for mold problems to get out of hand. While you may not want to inspect the rooftops on a weekly basis, you should always be on the lookout for internal signs of water damage. Visually inspect the ceiling for signs of water leaks or mold, and have your maintenance team do an outdoor inspection during service calls. This will help you get ahead of the mold problem more quickly. 

 

Step Three: Removal

You can remove mold from roofing in several ways. You can scrub it off with a brush or use a bleach or ammonia mixture to kill and clean it off. The cleaning solution that will work best for your roofing depends on the severity of the problem as well as the roofing material. For the best outcome, it’s best to contact your MaintenX professional for removal.

 

MaintenX is a specialist in roofing maintenance. We work with the best local professionals to ensure your roofing is clean, durable, and mold-free. Our solutions are not only safe but environmentally friendly when possible. We care about your business, which is why customers in 13 states choose us for all of their maintenance needs. 

 

To learn more about MaintenX’s roofing services, contact us!

Five Reasons to Be Wary of the Lowest-Bidding Maintenance Contractor

Facility managers have a tight budget to manage, and every dollar counts. More often than not you don’t have the option to increase your budget, especially when it comes to preventative maintenance. However, there are plenty of reasons to be wary of the lowest-bidding contractor as well. You should consider quality and craftsmanship above the lowest price when working with maintenance teams, or you could pay for it in the long run. 

 

Not sure if your maintenance contractor is worth hiring? Consider this before choosing the company with the lowest price: 

 

They could be underbidding for a reason. 

Unfortunately, not all contractors are transparent during their consultation and estimate. They might underbid with a plan to upcharge you later on, or will only factor in the cost of parts in the initial assessment. You can’t always tell which contractors are honest during the first consultation, which is why it’s important to read plenty of reviews before signing a contract. 

 

They may not have the experience. 

Contractors who are new to the business will often offer low prices in order to get the experience they need. While an inexperienced contractor isn’t necessarily unskilled, they may miss things that an experienced contractor wouldn’t. A lack of experience may also cause them to bid low because they don’t understand the full scope of the job. You may end up paying more for a contractor who underestimates their time or costs. 

 

They won’t have enough manpower. 

If a bid seems deceptively low, you’ll want to ask about the crew that will be working on your project. Sometimes contractors will skirt by with a bare-bones crew in order to bid low and keep a greater share of the profits. However, this can cause issues in the quality and timeliness of your project. Ask ahead of time before choosing a one-man team to work on your commercial construction project. 

 

They’re sacrificing the quality of materials. 

Some contractors are able to bid low because they choose the cheapest materials available to get the job done. While this is a smart way to get customers, it is not a great way to keep them. Cheap materials can lead to maintenance problems later on, which is why you’ll want to consult with your contractor before they buy parts for your project. 

 

You’ll get what you pay for. 

In general, a quality contractor will cost more than a beginner. However, the small investment you make now will pay tenfold when you don’t have to worry about follow-up repairs or a complete do-over when the repair or renovation is failing. Choosing a contractor with solid reviews, experience, and transparency is the best way to ensure long-term satisfaction. 

 

MaintenX never skips out on quality to give you a cheaper price. We offer affordable maintenance services that improve your facility overall and are honest with our clients during every consultation. To learn more about what sets MaintenX apart, contact us today!

Safety Checklist for Your Facility’s Spring Cleaning

Spring has finally arrived which means it’s time for a seasonal facility inspection and outdoor maintenance checkup. In Florida, where MaintenX is headquartered, we see drastic changes between the spring and summer. Some of these changes are minor, while others can cause a host of maintenance and safety issues for your staff. 

 

While scheduling your spring maintenance, be sure to plan for these inspections and services: 

 

Assessment of winter damage

Even with the mild winters, we have in Florida, the change of season can reveal issues from colder months. Potholes, dead landscaping, and damage from freezes can all contribute to maintenance issues addressed in the spring. It’s important to schedule a consultation to identify these issues before jumping into your spring cleaning plan.

 

Address issues with water drainage and irrigation

Spring usually brings more rain in Florida, and can also come with melting snow and ice in northern parts of the country. That is why it’s essential to check your water drainage systems as early as possible to ensure you don’t run into problems when the first April showers hit. Issues with water drainage can lead to slip and fall hazards, flooding, mosquito breeding, and hardscape damage. The sooner you act, the safer your facility will be. 

 

Spruce up your landscaping

As the weather warms up it’s important to tend to your landscaping. Remove debris, trim overgrown landscaping, and ensure that hazardous materials are cleaned up from your property. This should be taken care of early in the spring so that your landscaping doesn’t become overwhelming to manage in the summer. 

 

Plan for pest control

Pests cause serious safety hazards for your facility. Not only can they spread disease, but they can also do serious damage to your infrastructure (not to mention your reputation if they are seen by clients). Schedule pest control services for the early spring and ask your maintenance team to address any infrastructural damage such as chewed wires or termite-infested wood. 

 

Protect your parking lot

After a long winter, your parking lot may need repairs. Colder months can cause cracks in asphalt or for potholes to get worse. Don’t let employees and visitors injure themselves or damage their vehicles on your property. Schedule parking lot maintenance to ensure everyone has a safe ride. 

 

Spring maintenance can be easy with MaintenX by your side. We ensure that your facility tenants and employees are not only safe but are always taken care of with their maintenance requests. To learn more about our spring preventative maintenance services, contact us today!

How to Conquer Your Maintenance Backlog

Very few facility managers want to admit how intimidating their backlog can be. It’s a never-ending problem that only seems to grow. Tackling the backlog all at once can seem like an impossible task, but the longer a facility waits, the worse it will get. However, MaintenX can help you eliminate the backlog and get you in a position for maximum maintenance success. 

 

Typically, the backlog includes all work that has been requested, planned, but not completed. The backlog is measured in its entirety by the predicted hours or weeks it will take to complete. Some facilities are able to schedule their backlog effectively, while others treat it as a first-come, first-serve order of services.

 

While you may think you need to eliminate the backlog completely, experts believe that having zero backlog can lead to an increase in maintenance costs. Without scheduled services, the maintenance team may focus on corrective and preventative maintenance that is low-priority. This can lead to unneeded labor hours and services, which is not ideal either. 

 

MaintenX recommends scheduling two weeks’ worth of scheduled services, and two weeks of lower priority services for planning in the future. Your maintenance staff needs a game plan for their week if they are to use their time efficiently. However, you should always be looking ahead for preventative services to ensure that your long-term maintenance pals are reached. 

 

In order to achieve this ideal four-week backlog, you’ll want to prioritize your workload based on available parts, staffing, and urgency.  Equipment that is near the critical point should be addressed in the first week, while regular preventative repairs can be scheduled for weeks two and three. A system of balanced planning and execution is essential for a seamless backlog. 

 

You also want to plan generously for reactive maintenance during this four-week backlog planning period. You never know when reactive maintenance repairs will come up, so we suggest scheduling for 5-10 hours less than your regular workweek to accommodate these changes. You don’t want to overwork your maintenance staff while they’re trying to eliminate existing work orders!

 

With these tips in mind, your facility can effectively reduce downtime and create a process for backlog management. To learn more about our system at MaintenX, contact your local team today!