How Technology Can Reduce Workload in Your HOA Maintenance Process
Solving maintenance issues in the community is a vital part of your daily work as a manager or board member, but it can often be time-consuming too. Your work involves noting down requests from residents, reaching out to your vendors or in-house maintenance team, and scheduling work, all the while keeping residents updated.
Technology can help you streamline your maintenance process and offload many time-consuming tasks. These systems help reduce paperwork and inbound calls to the office, give your team real-time information, and help to reduce liability.
In this blog article, we will share 5 tips to help you reduce your workload in your maintenance process. By offloading many routine tasks, you can reclaim time to focus on delivering better resident service.
1) Encourage residents to submit maintenance requests
Answering phone calls about maintenance issues can take up a lot of time in your day. Giving your residents an easy, convenient way to submit maintenance requests can save time for your team. Your technology platform should allow residents to add a description and photo to their request. It eliminates a lot of back-and-forth communication and your team can start the maintenance work more quickly. As your team progresses through the work order, you can keep residents informed by posting updates. Residents should be able to check for those updates in the portal, which eliminates the need for them to call you for an update.
2) Provide residents with instructions before they submit a work order
Continuous back-and-forth communication about a resident’s work order can cause delays. Your technology provider should allow you to add instructions at the top of a work order. For example, communities can provide an emergency hotline number for maintenance at the top of a work order submission. That way, if a resident has an emergency they can call that hotline instead of submitting the work order.
3) Better communication with staff and vendors
Communication is vital to the success of your maintenance efforts. When you communicate effectively with other staff members and vendors, you can complete work on time and improve response times to residents. Work order platforms enable you to communicate internally with your staff and vendors by assigning the work order, posting comments, and sending email notifications.
4) Create common responses
If you have common responses that you send to residents or other staff members, creating snippets of these common responses will save you time. This way, you won't have to repeat the same information whenever you need to post an update.
5) Distribute workload effectively
When your team receives so many work order requests, they may start to feel overwhelmed. It’s important to evenly distribute the workload so you can help them perform their best. Work order platforms should provide you with reports and analytics to help you manage team workload more efficiently. These reports should give you a breakdown of open, assigned, and closed work by an employee. Additionally, these reports help you make decisions such as whether you need to hire additional staff.
Conclusion
In a fast-paced workplace like community management, it’s important to find creative ways to save your team time. Offloading tasks to technology platforms, no matter how big or small can give you hours back in your day. Through work order platforms, you can organize work orders, improve communication, reduce response times, and ultimately, bring more efficiency to your team.
View the complete blog post here: https://www.pilera.com/2022/10...
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