Routine maintenance: How do you know what needs doing and actually stay on top of it?

[Joey Nakayama]

I’ve owned a few small buildings for years now, and I still feel like I’m trying to put the “routine” in routine maintenance.

Half the battle is knowing what the routine tasks are for all the appliances, mechanicals and systems in a property. The other half is remembering to knock those tasks out before they cause an issue (usually an expensive one).

I’ve cobbled together my list from manuals, YouTube videos and contractors I’ve worked with. I find monthly tasks easier to keep up with than the less frequent ones. Sometimes I remember to put them on my Google calendar (and hope I don’t miss them when they pop up). It’s messy, and I’m sure I’m still missing stuff. Looking at you, dryer-vent cleaning...

So I’m curious. How do you figure out which recurring tasks belong on your list, and what’s your system for keeping up with them? Are you using any tools or apps that actually cover both the “what” and the “when”, or do you just hire pros to help?

Would love to hear about any systems or hacks you’ve found. Or just let me know if you struggle with this too so I know I’m in good company!

Joey