All buildings are subject to wear and tear caused by exposure to the elements and normal use by occupants. Any delay in maintaining a building typically makes it more expensive to fix the damages later. Creating an efficient maintenance schedule is vital to maximizing a building's utility and minimizing its operating cost. A well-maintained building represents an appreciating asset to its owners, and will serve its occupants well.
Call a professional building inspector to check the building's interior and exterior. The inspector will detect repairs that need to be done and advise you regarding preventive maintenance procedures needed to avoid future damages. Obtain a copy of the inspector's report showing the list of the repairs and maintenance items needed to keep the building in good shape, but make sure that the inspector include in his report the recommended time period when work should be done on each item.
Read the inspection report to know which items need immediate attention and which can wait a certain period of time. Rate each item in the list according to the urgency of repair following a scale of 1 to 10, with 10 being the most urgent and 1 being the least urgent. Rewrite your list according to your rating by placing the most urgent repairs on top of the list and the least urgent ones at the bottom of the list.
Write down some phrases that describe the work required by each item in the next column. As an example, you can write "Lubricate door hinges" or "Replace door knobs" to indicate the type of work to be done on a wooden door.
Classify the type of work needed by each item and write such classification in the next column. Building repair and maintenance works generally fall under basic classifications such as structural, plumbing, appliances and electrical, roofing, exterior and interior walls, ceilings, flooring, and HVAC.
Submit each item in the list to repair and maintenance contractors who specialize in the type of repair and maintenance needed. Request quotes to learn how much each job would cost, then list the cost of each item in the next column.
Review the list and decide on the dates when you will have each item repaired. Coordinate with each contractor to see their availability, then set the final date to repair each item. List the agreed-upon date in the last column.
Review your list and write the date when each item needs to be inspected again. Maintenance works in a building are done on a regular basis. It is important to know when the next maintenance procedure for each item should take place in order to minimize damages and expenses.
- Advise tenants or occupants in advance regarding the scheduled maintenance works.
- Wear protective clothing while conducting a building inspection.
- To avoid conflict of interest and ensure an unbiased inspection report, hire an independent building inspector who is not associated with or employed by contractors you will hire to fix the building.
- Maintenance repairs that may affect the well-being or health of your tenants should be accomplished immediately to avoid endangering your tenants.
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