Apartment inspections by landlords and property managers are critical to keeping your residents safe and your multifamily assets in good condition.
Wear and tear on your apartment units is inevitable, so it’s important you approach your inspection tasks using a smart, methodical, and thorough process.
Here are a few reminders and tips to make your apartment inspections less painful for the property management team.
Apartment Inspection Tips
Don’t wait until your resident moves out. An annual or even bi-annual inspection will help you catch problems before you’re in the middle of a unit turn. Being proactive will help you in the long-run.
Regularly scheduled apartment inspection will help identify and correct small problems before they become hazards to your residents or create unnecessary costs for owners.
Tenants have a right to privacy, so you will need to provide them written notice of the inspection. No problem!
You can generate notices of intent to enter and distribute to each unit so that they can prepare.
One thing to reiterate to your residents is that the purpose of apartment inspections is NOT to be nosey. It is a win/win for you and resident both.
If you can help your residents spot a small issue before it becomes a big problem, it can save them from the headache of a major maintenance issue. It also helps them to avoid losing their security deposit.
Apartment Inspections Go Digital
Is the thought of doing all of those unit inspections overwhelming?
Worried about how to integrate apartment inspections into your regular routine?
With Leonardo247 it is easy! Leonardo247 helps automatically remind you to perform inspections and helps you to streamline the process.
Leonardo247 houses your digital inspection checklists. Paper is the way of the past and digital records are future of efficient property management.
Papers get lost, spills happen, and we won’t even talk about the time lost to scanning apartment inspection paperwork in order to communicate them to head office.
Apartment Inspection Checklists and Forms
When migrating to digital inspections, you have two options:
- Spend hours and hours, drafting, creating and customizing your own forms using Microsoft Excel or Google Sheets.
- Save hours and hours by using specialized software like Leondardo247 that comes with the forms already created and simply customize them for your properties!
Performance management software, like Leonardo247 is designed to generate dynamic apartment inspection checklists based on the unique equipment you have on your property.
Leonardo247 is fully customizable and generates apartment inspection reports that can easily be shared with team members throughout all parts of your company in real time.
All data is collected and stored in Leonardo247, ready to be emailed, or exported to Excel or Adobe PDF any time.
Don’t Forget Common Area Inspections
Consider performing quarterly inspections on common areas and grounds. These spots receive more wear and tear from residents and their guests than you notice.
Common areas also harbor the source of all “nuisance” slip-and-fall liability claims. Reviewing these areas systematically will mitigate risk and catch potential maintenance problems.
You may walk through the same room or common area in your multifamily complex 15 times per day. But in doing so you are simply performing a habitual task that is NOT meant to substitute for a true common area inspection.
Multifamily Pro Tip: When you see your residents, ask them how they are doing and if anything needs attention. Identify a few long-time or trusted residents to inadvertently survey to see if they notice anything that needs to be inspected. Even asking a few new tenants helps point out things that long-time residents may miss.
These impromptu conversations help build a community feeling between the crew and your residents. They can also give expand your visibility and insight into the property performance.
If issues are identified from these conversations with your residents, then you should take the following action:
- After your conversation identifies a problem, make sure to create a work order immediately detailing the complaint.
- Schedule Follow Up Immediately. While completing the inspection is important, the follow through is equally, if not more important.
- Once your team has completed the “fix” record the task completion with notes so that you can track the life cycle of any particular piece of equipment or area on the property. Detailed notes will help you track multiple failures in the same area and helps property managers to make a better plan of action for preventing future issues.
Multifamily Pro Tip: Keep in mind that your community may change property managers in the future or even sell to another company.
Notes are a HUGE benefit to implementing Leonardo247 and helps to ensure continuity for your property. Data is valuable in these transition periods so be sure to make notes.
Improve Your Process
Apartment inspections do not have to become a burden unnecessarily. Leonardo247 prides itself on providing property manages with the easiest, most cohesive method for:
- Reminding teams about apartment inspections,
- Serving out customized detailed apartment inspection task lists,
- Then, keeping detailed, digital records for your inspections by allowing teams to make detailed notes and attach photos all while executing the inspection itself.
With Leonardo 247 property managers are empowered with data and ease of communication, and Operations Managers have access to quick reports and real-time visibility into the property performance.
Are you ready to streamline the apartment inspection process from start to finish and increase the transparency and communication between teams, property managers and head offices? Sounds great right? Inspections and much more made easier with Leonardo247.
Request your demo today!