Managing a strata property means you need to stay on top of a range of legal and safety requirements.
As a strata manager ensuring compliance with the relevant regulations is critical. But let’s face it, with new laws rolling in all the time, navigating the world of strata compliance management can feel a bit overwhelming at times.
That’s where recurring work order management plays an important role, helping you stay organised and compliant when it comes to property upkeep.
In this blog post, we’ll break down exactly what strata compliance means for maintenance managers, and how strata work order management tools for recurring maintenance jobs can make your life so much easier.
By the end, you’ll be armed with everything you need to stay on top of compliance like a pro, and ensure your property is safe, well-maintained, and fully compliant.
What is Strata Compliance Management
So, what is strata compliance, and why does it matter so much?
Strata compliance is all about making sure your property meets the various safety, maintenance, and legal requirements that are set out by Australian laws. It covers everything from fire safety regulations to ensuring that lifts are in good working order and that common areas are properly maintained.
Now, you might be wondering, why should you be so concerned about compliance? Well, staying compliant isn’t just a legal obligation; it’s about keeping residents safe, protecting your investment, and avoiding costly fines or penalties.
When you manage a strata property, you’re responsible for ensuring that all these tasks are completed correctly and on time. If you don’t, you could face some serious consequences, including hefty fines and even insurance issues.
Think of strata compliance like a safety net. It ensures that your building is up to code, safe for residents, and well-maintained.
The Regulatory Environment and the Impact of Non-Compliance
The thing about strata compliance is that it’s not a “one-size-fits-all” situation. Every state and territory in Australia has its own set of rules and regulations, which can make it a bit tricky to navigate.
In New South Wales, for example, strata laws differ from those in Queensland or Victoria, and keeping track of all the nuances can feel like a full-time job.
What happens if you don’t stay on top of compliance? Well, non-compliance can lead to fines, legal penalties, and worse, damage to your property or even injuries.
Imagine if a safety inspection was missed, and something went wrong. You could be left paying for repairs or even face a lawsuit.
Staying compliant isn’t just about ticking boxes; it’s about protecting your property and people.
The Importance of Recurring Work Order Management
Strata properties come with a long list of ongoing maintenance tasks and safety inspections. These tasks need to be taken care of every month, or atleast once in 3 or 6 months, are essential to keep your property compliant with regulations and make sure everything runs smoothly.
But when the list of last month’s service requests still in the backlog, how do you even begin planning for routine maintenance that’s due 6 months down the line?
That’s where recurring work order management come in. Let’s break it down.
Using Recurring Work Order Management for Compliance
A recurring work order is a scheduled task that needs to be done repeatedly, whether that’s once a year, quarterly, monthly, or even weekly.
For example, a fire safety inspection might need to happen every 12 months, and by setting it up as a recurring work order, the system automatically reminds you when it’s due. This makes it easy to stay on top of essential compliance tasks without relying on your memory.
Think of recurring work orders as a way to automate the management of compliance tasks. The best part? It helps you stay organised, avoid missing deadlines, and keep all your compliance documentation in one place.
Examples of Recurring Tasks in Strata Properties
Let’s look at some common recurring tasks that need to be managed in strata properties:
- Fire safety inspections: Ensuring that alarms, sprinklers, and exits are in good working condition.
- Lift maintenance: Regular checks and servicing to prevent breakdowns and ensure safety.
- Pest control: Regular treatments to keep pests like termites and rodents at bay.
- Building inspections: Checking the building’s structure and looking for signs of wear and tear.
- Cleaning of common areas: Ensuring shared spaces like hallways, parking areas, and gardens are cleaned regularly.
Benefits of Automating Recurring Work Orders
Automating recurring work orders offers some pretty big advantages:
- Consistency: With automated reminders and scheduled tasks, you don’t have to worry about forgetting something important. Everything happens on time, every time.
- Reduced Errors: By relying on technology rather than human memory, you drastically reduce the chances of missing a task or deadline.
- Time Efficiency: Automation saves you time that would otherwise be spent manually tracking tasks. This means you can focus on other aspects of property management.
- Easy Documentation: Automated systems usually keep track of completed tasks as well as upcoming work orders, so you’ll always have up-to-date records for compliance audits, in one place.
Strata Work Order Management Tools
Now that we know how important recurring work orders are, let’s talk about the tools that can help you manage them. Luckily, there are some fantastic strata work order management tools available that are designed to make your life easier.
Features of Strata Work Order Management System
These tools come with a range of features that make managing work orders and staying compliant a breeze. Some of the key features to look out for include:
- Automation: The ability to set up recurring tasks that automatically remind you when it’s time to complete them.
- Real-time Tracking: You can easily monitor the progress of each task and see what’s been completed, what’s still pending, and what’s overdue.
- Compliance Tracking: You can easily track which suppliers have valid licenses and insurances, before assigning a recurring work order to them.
- Reporting: These tools provide detailed reports that help you track all your compliance-related tasks in one place, making audits and inspections a lot less stressful.
- Integration: Many tools allow you to integrate with other property management systems, making it easier to streamline maintenance with other essential property management tasks.
- Mobile Access: Many modern systems offer mobile apps, so you can access your work orders on the go, making management more flexible.
How Work Order Management Can Enhance Compliance and Reduce Risks
Using an effective work order management system does more than just keep your tasks organised. It helps reduce the risk of non-compliance penalties.
Let’s take a closer look at how it works.
Timely Work Order Completion
Whether it’s an annual fire safety inspection or a quarterly lift maintenance check, automation guarantees that everything happens as scheduled. This eliminates the risk of missed tasks and late inspections, which could lead to fines or worse.
Proof of Work
Good work order management ensures that everything is documented properly. Whether you need to prove that a task has been completed for a compliance audit or simply need a record of work for your own peace of mind, these tools create an easy-to-access history of completed tasks.
Risk Mitigation
By staying on top of recurring work orders, you can reduce the risk of things going wrong. Regular inspections and maintenance mean potential issues are identified early, before they become expensive or dangerous.
How to Handle Non-Compliance in Strata Properties
Even with the best planning and management systems in place, there may still be instances where non-compliance creeps in. This could be anything from missed inspections and delayed maintenance to unaddressed safety concerns.
When it happens, it’s important to have strategies for dealing with non-compliance, both proactively and reactively, to ensure your property remains compliant and your residents remain safe.
The best way to handle non-compliance in strata properties is to prevent it from occurring in the first place.
Here are some proactive measures to take:
Set Clear Expectations with Contractors
One of the main reasons compliance issues arise is due to delayed or incomplete work by contractors. To avoid this, ensure that you establish clear expectations from the outset.
This includes setting deadlines, defining the scope of work, and outlining performance standards. Be explicit about the consequences of non-compliance, such as penalties or contract termination.
By setting these expectations upfront, you reduce the risk of tasks slipping through the cracks.
Automate and Regularly Review Compliance Schedules
By using work order management tools, you can set up automated reminders for recurring tasks. This eliminates the human error factor, ensuring compliance tasks are scheduled and completed on time.
Additionally, conduct regular reviews of your compliance calendar, especially if there are seasonal or time-sensitive tasks (like fire safety checks) that need extra attention.
A proactive review process will keep you one step ahead of potential compliance problems.
Communicate Regularly with Service Providers
Regular communication with contractors and service providers is key to ensuring tasks are completed on time and to the required standard.
Consider setting up regular check-ins or progress updates to stay informed on the status of work orders. This not only builds a strong relationship with your contractors but also helps to quickly address any delays or issues as they arise, before they become serious problems.
Educate and Engage the Strata Committee
Strata committees should play an active role in compliance management.
Regularly engage with the committee to ensure they understand their responsibilities, the importance of compliance, and how they can help monitor and manage recurring tasks. The more involved the committee is, the less likely non-compliance will be overlooked.
Educating committee members on relevant regulations and compliance requirements also fosters a more collaborative approach to property management.
Use Technology to Enhance Accountability
Modern work order management tools can enhance accountability by providing detailed logs and tracking systems.
If a task is delayed or missed, you’ll have a clear record of when the task was due, who was responsible, and the reason for the delay. This data can help you identify patterns, address problems, and improve your overall compliance strategy.
The Future of Strata Compliance and Work Order Management
With advancements in AI, data analytics, and smart building technology, strata managers will have even more tools to improve efficiency and reduce risks.
Imagine automated work order creation when predictive maintenance technology identifies potential issues before they become problems. Or where data-driven insights help you optimise your work order schedules for maximum efficiency.
The possibilities are endless, and the future of strata compliance looks exciting!
Over to You
Staying on top of strata compliance doesn’t have to be overwhelming. By using recurring work order management, you can ensure that essential tasks like safety inspections and maintenance are done on time, every time.
Whether you’re using manual methods or investing in advanced strata work order management tools, automating and streamlining your processes is the key to maintaining compliance and reducing risks.
i4T Maintenance Work Order Management Software helps run future and recurring maintenance tasks and ensures you are always running a compliant, well-maintained, and efficient strata properties.
Book a demo today.
FAQs
Strata compliance management involves ensuring that your property meets all relevant safety, maintenance, and legal requirements. It includes tasks like inspections, repairs, and documentation to make sure everything is up to code.
Recurring work orders are crucial because they help you stay organised and ensure that compliance-related tasks are completed on time. They’re the backbone of a proactive compliance strategy.
Tools like i4T Maintenance can help you manage and automate recurring work orders, making it easier to track tasks and stay on top of compliance.
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Technology, such as cloud-based platforms and mobile apps, allows you to manage and track compliance tasks from anywhere. Automated reminders and reporting features help keep everything running smoothly.
Non-compliance can result in fines, legal penalties, and safety risks. Regular inspections and maintenance are essential to avoid these issues and ensure the property is safe for all residents.