How Property Managers Can Improve Maintenance Strategy with a CMMS [VIDEO]

Attention property managers: Do you ever find there’s not enough time in the day for all of your responsibilities? No matter if you’re the manager of a retail, commercial or office building, it’s your job to keep tenants satisfied. And while it may seem like a simple enough task, there are other factors that come into play, like manpower, budget and resources.

With the help of a top-notch CMMS, property managers can check tasks off the to-do list faster than ever before. Plus, a CMMS provides bottom-line benefits by improving maintenance efficiency and capturing higher ROI from fixed assets.


Just ask the Community Properties of Ohio (CPO), a non-profit organization that recently rehabilitated nearly 1,300 housing sites across several neighborhoods. Before implementing a CMMS, the organization struggled to keep accurate maintenance reports across multiple teams, locations and resources.

Check out our case study video featuring CPO above, and continue reading for three ways property managers can utilize a CMMS to improve overall maintenance operations.

1. Grant tenant access for smoother communications.

The average manager spends 90% of their time on communication-related activities. Property managers know this to be true, as many spend a large chunk of their day answering emails, taking inquiry phone calls or scheduling face-to-face meetings with tenants. Yet, when it comes to the relationship between property managers and tenants, keeping an open line of communication is key.

Tenants rely on the property manager to quickly tend to work orders or communicate when a maintenance technician will be on site to fix any issues. Keeping open communication helps property managers keep work orders out of the backlog, plus the team’s forecasts on track. But between hundreds of emails and stacks of mail, it’s easy for work orders to get lost.

Property managers can fix the work order backlog scenario with the help of a CMMS. Managers can grant CMMS access to tenants, so they can monitor work order progress in real time, and fully understand when their assets will be back up and running. Plus, as manager, you can finally free yourself from hours of back-and-forth communication.

2. Create detailed records for quick data analysis.

Property managers wear many hats, and have a lot on the to-do list every day. It’s easy to push important tasks like data analysis to the side, between other needs like leasing, budgeting or contractor communication. Yet, data can help property managers understand outliers when they pull monthly budget, inventory or team efficiency reports.

With a CMMS, property managers get access to detailed records of every work order requested and processed. Property managers can use this recorded data to understand important maintenance KPIs like average processing time, most efficient technicians, best performing assets and more. KPIs like these result in the data you need to make business decisions.

3. Set up preventive maintenance schedules.

With so much on the to-do list, wouldn’t it be great to cross one item — like asset downtime or breakdowns — off the list? Setting up preventive maintenance schedules can help property managers proactively service assets before they break down. This means fewer incoming work orders and more time to spend on budget planning, resource analysis, and tenant satisfaction.

Property managers can effectively set up and manage preventive maintenance schedules with the help of a trusty CMMS. Use a CMMS to set up preventive maintenance schedules for facilities and equipment like:

  • Elevators
  • Lighting
  • Circuit breakers
  • Plumbing
  • Much more

Understanding when these assets are due for regular maintenance or ready for a replacement saves money, time and hassle in the long run.

Property managers: why delay? Learn how a CMMS like Maintenance Connection can save you money, resources and manpower to ultimately improve your maintenance strategy. Watch a demo today!



Image credit: Pixabay, CC0 Public Domain