Managing Maintenance & Upkeep

[Nicholas Zeiler]

Newer Landlord! Need some advice!

Hello, I own a duplex and after finishing college plan to expand into more more properties. In preparation for that, I am trying to find a good way to manage preventive and routine maintenance. 

By manage I mean efficiently schedule and follow through with maintenance items.

And by maintenance I am referring to things that need to be done annually or semi-annually, like changing furnace filters, cleaning gutters, checking smoke alarms and fire extinguishers, spraying for pests, leaky faucets, hot water tank maintenance etc. 

I realize with one property its simple, but I want to have a system in place as my properties grow, so I don't become overwhelmed and disorganized, and end up neglecting things. 

Does anyone use excel or some type of management software? Any advice is welcome!

[Ryan Scott Isacksen]

Nicholas,

Excel would be my suggestion.  You can customize it to work the way you want.  You could make a workbook that has a template you copy onto new pages as you add properties.

I would suggest you have a spreadsheet for each property that you track things specific for that property on.  You may change to a spreadsheet for specific items once you reach a point that way of tracking makes sense.  

For example: I have a spreadsheet specific to fire extinguishers for the properties I manage through the company I work for.  Most often the extinguisher company keeps up with their contract and I enter in the date and amount the invoice is for.  It stands out if a property in July doesn't have an entry and I can check the tag or follow up with the vendor.

I would suggest keeping relevant info together for easy reference such as exterior and interior paint colors, type of heaters / water heaters etc.