Managing a strata property comes with its fair share of challenges, and maintenance is often at the top of the list. Strata managers know that even a small mistake in handling maintenance can quickly snowball into a much bigger problem, causing frustration for owners, tenants, and even contractors. Whether it’s neglecting a leaking pipe or missing a safety regulation, these mistakes can lead to costly repairs, unhappy residents, and a strain on your reputation.
But it doesn’t have to be this way. With a little awareness and a proactive approach, many common maintenance blunders can be avoided before they cause any real damage.
In this article, we’ll take a look at some of the most common strata maintenance mistakes, explain why they happen, and show you how to steer clear of them. From regular inspections to clear communication with tenants, we’ll cover practical tips that will help you stay ahead of the game and maintain a smooth, hassle-free environment for everyone involved.
By learning to avoid these pitfalls, you’ll not only save time and money but also create a more positive living experience for your tenants and owners. Let’s dive into the most common mistakes and how to handle them like a pro.
1. Failing to Regularly Inspect Properties
Overlooking the importance of regular property inspections is a big mistake.
It’s tempting to think that everything is fine if nothing obvious is broken, but maintenance issues often start small, like a minor leak or a crack in the wall, and, if ignored, can turn into expensive and time-consuming problems down the track.
Think about it: how many times have you walked past a minor issue only to realise later that it’s turned into a major headache? Regular inspections are the best way to catch these problems early before they spiral out of control. By setting aside time every few months to check up on the condition of your building, you can spot early warning signs and deal with them right away. This proactive approach is far less costly and stressful than dealing with emergency repairs.
But it’s not just about looking for obvious problems. Regular inspections give you a chance to check on everything, from plumbing and electrical systems to the condition of common areas like hallways, lifts, and parking garages. It’s about getting a full picture of the health of the building and addressing any minor issues before they turn into bigger, more expensive ones.
How to Ensure Regular Property Inspections:
- Set a maintenance inspection schedule: Whether it’s quarterly, biannually, or whatever works best for your property, having a set inspection plan in place ensures that nothing gets missed.
- Focus on high-risk areas: Pay special attention to plumbing, electrical systems, and common areas that see heavy use.
- Document findings and follow up: Create detailed records of what’s been inspected and what actions need to be taken.
- Plan for preventative maintenance: Inspections should lead to action—create a plan for repairing or maintaining any issues found.
Regular inspections catch problems early, saving you from bigger, costlier repairs later. They also provide peace of mind, knowing that everything is working as it should.
2. Ignoring Preventive Maintenance
Preventive maintenance often gets overlooked, especially when everything seems to be running smoothly.
It’s easy to put off tasks like cleaning the gutters or servicing the HVAC system when there’s no immediate problem to address. But this mindset can be costly in the long run. Preventive maintenance is all about staying ahead of potential issues before they even have a chance to start.
For example, imagine a building’s air conditioning system suddenly breaks down in the middle of a heatwave. The repairs could be expensive and cause a lot of disruption for the tenants. Had the system been serviced regularly, the chances of it failing at the worst possible time would be much lower.
One of the key benefits of preventative maintenance is that it allows you to plan ahead. Rather than being reactive and scrambling to fix issues as they arise, you’re setting up a strategy that keeps things running smoothly. It also helps you budget for repairs more effectively. Knowing when to expect servicing or repairs means you can spread out the costs and avoid unexpected, large bills.
How to Stay on Top of Preventive Maintenance in Strata:
- Create a checklist for each building system: For HVAC, plumbing, electrical systems, etc., set specific intervals for cleaning and servicing.
- Schedule maintenance ahead of time: Use a calendar or software to remind you when to service key systems.
- Plan for budgeted repairs: By anticipating repairs, you’ll have the necessary funds allocated without last-minute financial strain.
Preventive maintenance reduces the chances of unexpected breakdowns and costly emergency repairs, which keeps your budget on track and residents happy.
3. Overlooking Compliance and Safety Regulations
Staying on top of compliance and safety regulations might seem like just another task to add to your list, but neglecting legal requirements can lead to significant issues down the track, such as fines, legal trouble, or even safety risks for tenants and residents. It’s all about ensuring that everyone in the building is safe and that your property complies with all necessary laws.
Take fire safety, for example. Australian regulations require that certain safety measures, such as smoke alarms, fire sprinklers, and emergency lighting, be regularly checked and maintained. If these systems aren’t up to code, they could not only endanger lives but also put you in breach of the law.
The same goes for electrical systems, lifts, and other building amenities that have strict standards to meet. A failure to adhere to these regulations can have serious consequences.
How to Ensure Strata Compliance:
- Know the regulations: Familiarise yourself with the specific building codes and safety regulations that apply to your property.
- Set up regular safety checks: Schedule routine audits of fire safety equipment, electrical systems, and other high-risk areas.
- Stay updated on changes: Regulations can change frequently; make sure you’re aware of any updates or new laws that affect your strata.
By staying compliant, you reduce the risk of penalties, lawsuits, or fines. More importantly, you ensure the safety of your tenants, which builds trust and fosters a positive living environment.
4. Poor Communication with Tenants and Owners
Effective communication is one of the cornerstones of successful strata management, but it’s a mistake many managers make by underestimating its importance.
When maintenance issues arise, clear and timely communication can prevent frustration, confusion, and delays. But when communication falls short, whether it’s not updating residents about maintenance schedules or failing to inform them about ongoing issues, it can lead to unnecessary stress and a breakdown in relationships.
Imagine there’s a scheduled maintenance day, but residents aren’t informed about it. As a result, some tenants might not move their cars in time for parking lot maintenance, or others might be caught off guard by noisy work in the building. This lack of communication leads to frustration and complaints, which could easily have been avoided with a clear update.
How to Improve Communication With Strata Residents:
- Use a central communication platform: Tools like a resident portal or mobile app help you keep everyone informed and provide updates in real-time.
- Set clear expectations: When a maintenance request is submitted, inform residents about estimated timeframes and update them if things change.
- Listen and respond: Always acknowledge tenants’ concerns and respond quickly to any maintenance issues they report.
Transparent communication fosters trust, reduces complaints, and helps create a more harmonious community where everyone feels heard and informed.
5. Choosing the Wrong Contractors or Suppliers
One of the most costly mistakes in strata maintenance is choosing the wrong contractors or suppliers. It’s tempting to go with the cheapest or quickest option, especially when budgets are tight or you’re under pressure to get a job done quickly. However, this can often lead to poor-quality work, delays, or even the need for costly repairs down the track.
Consider a contractor who cuts corners to finish a job faster or doesn’t have the required qualifications to carry out specialised work. While they may offer a cheaper price upfront, the long-term consequences, whether that’s a faulty electrical system or a leaking roof, can end up costing you far more in repairs, not to mention the headaches caused by tenant complaints and safety concerns.
How to Choose the Right Strata Maintenance Contractors:
- Vet contractors thoroughly: Check their qualifications, references, and insurance before hiring them.
- Get multiple quotes: Don’t choose a contractor based on price alone; evaluate their experience and reputation.
- Build a reliable network of suppliers: Establish relationships with trustworthy contractors for ongoing work.
By selecting the right contractors, you ensure that the work done is of high quality, which reduces the need for follow-up repairs and protects your property long-term.
6. Neglecting to Track Maintenance Costs
When it comes to managing strata properties, keeping an eye on maintenance costs is essential, yet it’s a mistake many strata managers make.
Without proper tracking and budgeting, maintenance expenses can quickly spiral out of control, leaving you with unexpected bills that strain the budget. These cost blowouts can be especially damaging if they’re not spotted early, leading to financial instability and possibly affecting the quality of service provided to tenants and owners.
The truth is, maintenance costs can vary greatly, and if you’re not tracking them properly, it’s easy to lose sight of where the money is going. One month, you might see a high electricity bill due to a malfunctioning HVAC system, and the next month, an unplanned plumbing repair might break the budget. Without clear tracking, these small issues add up, and you may find yourself scrambling to cover unexpected expenses.
How to Track Strata Maintenance Costs:
- Set a clear maintenance budget: Develop a budget at the beginning of each financial year and allocate funds for both regular and unexpected repairs.
- Track each repair and service: Keep a record of all maintenance costs and review them regularly to identify trends.
- Review supplier costs: If you notice that certain types of maintenance are consistently expensive, it may be worth exploring alternatives or negotiating better terms with your suppliers.
Tracking your maintenance costs gives you a clear picture of your budget, helping you stay within your limits and avoid financial surprises. It also allows you to plan for future expenses more effectively.
How Software Helps Avoid The Biggest Strata Maintenance Mistakes
Avoiding the common strata maintenance mistakes is key to ensuring your properties run smoothly and efficiently. By staying proactive, keeping communication clear, and following best practices for maintenance and budgeting, you can save time, money, and avoid unnecessary stress.
One of the best ways to manage all these tasks effectively is by leveraging the right tools to stay organised. i4T Maintenance is a comprehensive maintenance management software that helps you streamline the process, from scheduling inspections and managing contractors to tracking budgets and ensuring compliance.
If you’re ready to make your strata maintenance process smoother and more efficient, try i4T Maintenance. It’s designed to help you save time, reduce costs, and keep your properties in top shape.
Ready to avoid these common mistakes and take control of your strata maintenance? Get started with i4T Maintenance today!
FAQs
The most common mistakes include neglecting regular inspections, ignoring preventative maintenance, overlooking compliance requirements, poor communication with tenants, and choosing the wrong contractors. These can lead to costly repairs and unhappy residents.
It’s recommended to inspect strata properties at least quarterly or bi-annually, depending on the size and complexity of the building. Regular inspections help catch issues early before they escalate.
Preventive maintenance helps identify and address issues before they become expensive problems. It can extend the life of building systems and reduce emergency repair costs
Use a central communication platform like an app or portal to keep tenants informed about maintenance schedules, updates, and emergencies. This ensures everyone is on the same page and reduces confusion.
Set a clear maintenance budget, keep detailed records of all repairs, and regularly review spending. Using software tools can also help monitor and control costs, ensuring you stay within budget.