Wrenches and work orders used to be enough. Now maintenance teams rely on apps and automation.
The world of property maintenance has come a long way. Gone are the days when a trusty tool belt and a clipboard were all your suppliers would need. Today, maintenance teams are tapping into smart property management systems, IoT devices, and digital platforms to keep everything ticking over.
As tech keeps advancing, your team can’t just rely on the old tools, they need to be trained to use the new ones.
In this article, we’ll dive into why training is the secret to keeping your maintenance team at the top of their game in a world that’s becoming more digital every day.
The Changing Face of Property Maintenance
Technology has completely transformed the way property maintenance is done. Today, tech-driven solutions have moved from reactive to predictive maintenance, mobile work order apps, and digital inspections reshape how maintenance teams operate.
Predictive maintenance uses data from smart devices to forecast when equipment might fail, meaning issues can be tackled before they become costly problems.
Mobile work order apps allow technicians to receive real-time job updates, track progress, and communicate with other team members from anywhere.
Digital inspections streamline the process, allowing for quicker, more accurate assessments with minimal paperwork.
But how does all of this play out in real life?
The Human Factor: Why Training Matters
As technology continues to evolve, the role of the maintenance technician is also changing. It’s no longer just about fixing things with your hands; it’s about using tech to become a smarter, more efficient problem-solver. This shift can be a challenge for some, especially for those who’ve spent years mastering traditional skills and tools.
Mindset Shift: From Fix-It-All to Tech-Enabled Problem-Solver
In the past, the job was simple: identify the issue, fix it, and move on. But today, with new tools and systems, the mindset has to change.
This shift requires technicians to embrace the idea that they aren’t just “fixing things” but are now “problem-solvers” using cutting-edge technology.
However, the idea of using apps, sensors, or digital inspections can be intimidating for some. It’s common to feel like these new tools might complicate things, or worse, slow you down.
Common Fears and Resistance
Many maintenance professionals might resist the move to tech, fearing they won’t be able to keep up.
One common response: “I’m not a computer guy.”
It’s easy to see how this fear can set in, after all, maintenance work has always been hands-on, physical, and practical. But with the right training, these tools become a natural extension of the job, making it easier to perform tasks more quickly and accurately.
Maintenance Pro Who Embrace Tech Think Differently
By using mobile apps for work orders, leveraging predictive maintenance to avoid surprise breakdowns, and using digital checklists for inspections, technicians can spend less time searching for information and more time solving problems.
Training is key to overcoming these fears. It helps bridge the gap between old-school techniques and modern technology, showing that the right tools, when used properly, don’t make the job harder they make it easier.
With the right support and guidance, your team will be able to embrace the future of property maintenance with confidence.
Your Maintenance Team’s Training Toolkit: Building a Learning Path
To ensure your maintenance team is fully equipped to thrive in a tech-enabled environment, it’s important to build a structured training path that covers both the essentials and the exciting extras.
Here’s how to create a learning plan that takes your team from tech newbies to digital pros.
The Essential Training Your Team Requires
Hands-on Training for Your Maintenance Software
The first step in tech training is getting familiar with the tools you’ll be using every day. That means hands-on practice with your maintenance software. This could include learning how to log work orders, update tasks, and track the status of repairs in real time. Provide your team with interactive training sessions where they can explore the software in a safe environment—no pressure, just exploration. Simulated tasks can also help them build muscle memory for quick use in the field.
Using Mobile Devices in the Field
Mobile devices are a game-changer for maintenance teams. To help your technicians get comfortable, provide simple training on using smartphones and tablets in the field. This could involve showing them how to access and update work orders, take photos for reports, and communicate with team members or property managers. Hands-on exercises with real tasks will help them see the value of mobile tools in making their job faster and more organised.
Reading Digital Dashboards and Reports
One of the advantages of using technology is the ability to see real-time data on a digital dashboard. Your team must understand how to interpret these insights. For example, a technician may need to know how to check the status of building systems or review maintenance reports to spot recurring issues. By training your team on how to read and act on this data, they can make more informed decisions, improving their response times and efficiency.
The Extra Miles You Need To Go
Intro to IoT Devices and Smart Sensors
As more properties incorporate smart technology, understanding the Internet of Things (IoT) and smart sensors is crucial. Offering basic training on IoT devices, such as temperature sensors, leak detectors, or motion sensors, will help technicians respond proactively to potential problems. Show them how these devices can alert them to maintenance needs before they become bigger issues, making the job feel less reactive and more preventative.
Incorporating AI in Everyday Tasks
Artificial Intelligence (AI) is no longer just a buzzword, it’s becoming a part of everyday maintenance tasks. Whether it’s AI-powered diagnostics for HVAC systems or predictive maintenance alerts, your team needs to understand how to use these tools to streamline their workflow. Training could involve demonstrating AI-based software that helps predict when equipment will need repairs or provides insights into maintenance trends, ultimately making the technician’s job easier and more efficient.
Communication Tools
Effective communication is key to maintaining smooth operations, and there are many tools available to make communication easier. Training your team on messaging systems for communication with tenants, suppliers, and property managers is a must. This could include using apps to send quick updates to tenants about maintenance schedules, collaborating with suppliers through digital ordering systems, or sending real-time status updates to property managers. By making these communication tools second nature, your team can respond faster and with better organisation.
Training Formats That Work
When it comes to training your team on new technology, not all methods are created equal.
To ensure that your maintenance team is set up for success, try incorporating these engaging and effective training formats:
Microlearning and Video-Based Tutorials
Short, bite-sized lessons are ideal for busy property managers. Microlearning breaks down complex topics into small, digestible pieces, which can be accessed anytime, anywhere. Video tutorials allow your team to visualise tasks and learn at their own pace, making it easier to master the software without feeling overwhelmed.
Shadowing with “Tech Champions” on Your Team
Pairing less experienced staff with “tech champions”, those who are already proficient with the software—creates a hands-on, real-world learning experience. By shadowing a tech-savvy team member, newer staff can learn by example, ask questions on the spot, and gain confidence in using the software.
Gamifying Training: Leaderboards, Badges, and Maintenance Missions
Inject some fun into the training process with gamification! Use leaderboards to track progress, award badges for completing key milestones, and create “missions” for maintenance tasks to encourage friendly competition. Gamification makes learning more engaging and motivates your team to stay on track with their training goals.
Tech Bootcamps for New Hires and Refreshers for Veterans
Tech bootcamps are perfect for onboarding new hires quickly and effectively. These immersive training sessions allow your team to dive deep into the software, learning all the essential features in a short period. For veterans, offering refresher courses ensures they stay up to date with the latest software updates and maintenance practices, preventing skills from becoming obsolete.
Creating a Culture of Continuous Improvement
For property managers, creating a culture of continuous improvement is crucial for maintaining smooth and efficient operations.
Here’s how you can encourage growth and keep your team adapting to new technologies:
Setting Up Peer-to-Peer Learning and Internal “Hackathons”
Property managers can set up regular peer-to-peer learning sessions where team members share best practices for using new technologies. Internal “hackathons” could focus on solving real-world property management challenges, like improving work order response times or finding ways to streamline communication between tenants and maintenance teams. This promotes collaboration and innovation, helping everyone work smarter.
Encourage Feedback Loops on Software Features and Frustrations
As technology evolves, it’s important to actively encourage feedback from your team. Set up regular feedback loops where staff can share their experiences, challenges, and suggestions about the software. For example, if a particular feature is slowing down workflow or if a new update isn’t user-friendly, gathering this input will allow you to address issues quickly and improve the overall user experience. Regularly reviewing this feedback ensures your team’s needs are met and fosters a sense of ownership of the system.
Recognising and Rewarding Tech Adoption Success Stories
Recognising property managers or maintenance teams who successfully adopt new technology can boost morale and encourage others to embrace the tools. Whether it’s tracking work order completion rates, reducing tenant complaints, or improving maintenance request response times, celebrate the success stories. Publicly reward those excelling in using the software with incentives like recognition in meetings, bonuses, or additional professional development opportunities. These stories highlight the real value of embracing tech, motivating others to follow suit.
By integrating these practices into your property management approach, you create an environment where continuous learning is part of the culture, ultimately leading to improved efficiency, communication, and overall property maintenance performance.
Measuring Impact
Tracking the results of your tech training is key to understanding its value. Here’s how property managers can measure the impact of training their maintenance team:
Metrics to Track: Work Order Response Time, Error Rate, Technician Satisfaction
Start by tracking simple metrics. Work order response time shows how quickly your team is addressing maintenance issues. Error rates can show how many mistakes are made, like missed tasks or rework. Technician satisfaction is another important metric. If your team feels confident and happy using the tech, it’ll reflect in their performance. Use surveys or feedback to measure this.
Before/After Tech Training Impact Examples
Look at how your metrics change before and after training. For example, you may see faster response times after introducing mobile apps, or fewer errors after technicians learn how to use digital checklists. These changes can clearly show the benefits of the training.
How Property Managers Can Report on ROI from a Tech-Trained Team
To measure ROI, connect the improvements to your bottom line. Faster response times and fewer mistakes can lead to better tenant satisfaction, fewer complaints, and more lease renewals. A more efficient team can also complete more work with fewer resources, saving money. Property managers can report these results with data to show how the training is helping the business.
Future-Proofing: Preparing for What’s Next
Technology keeps changing, so your technicians need to stay up-to-date. Here’s what’s coming and how to get ready:
What’s Coming: AI Diagnostics, Augmented Reality for Repairs, Autonomous Maintenance
In the future, AI might help detect problems before they happen. Augmented reality could guide technicians on repairs, showing them step-by-step instructions on equipment. Some machines may even start fixing themselves! These new technologies are on the way, so it’s good to know about them.
Encouraging Curiosity and Experimentation
Encourage your team to stay curious and try out new tools. When they experiment and explore, they’ll be more ready for new technologies when they arrive.
Subscription-Based Learning and Ongoing Certifications
Use online learning platforms with subscription access. These offer courses that your team can take anytime to keep their skills up-to-date. Ongoing certifications help ensure they’re always learning and ready for new tools.
Empower Your Team with the Right Tools
In a world where technology is transforming property maintenance, ensuring your team is well-trained is essential. With the right training, your team can use tools like i4T Maintenance to streamline tasks, improve efficiency, and stay ahead of the curve. i4T Maintenance, paired with i4T Business Job Management Software for Field Service Teams, offers a complete solution that helps your team manage tasks, track progress, and communicate effectively—all from one platform.
Start building your team’s training journey today with the right platform, and watch your property management operations thrive. Book a demo today.
FAQs
i4T Maintenance is a property maintenance management software designed to streamline and manage maintenance tasks, track progress, and improve communication within property management teams.
i4T Maintenance works seamlessly alongside i4T Business Job Management Software to help field service teams manage jobs, track work orders, and ensure smooth communication between property managers and technicians.
Training ensures that your team can effectively use the software to manage tasks, reduce errors, improve efficiency, and stay on top of new technologies.
Hands-on training, video tutorials, peer-to-peer learning, and ongoing certification programs are all great ways to ensure your team stays skilled and confident in using new technology.
Track key metrics like work order response time, error rates, and technician satisfaction to see how training improves performance and efficiency.
