Managing a commercial property involves a multitude of responsibilities and tasks to ensure its smooth operation, tenant satisfaction, and overall success. Whether you’re a property owner, manager, or part of a property management team, having a well-structured checklist is essential for effective property management. This comprehensive commercial property management checklist serves as a valuable resource to guide you through the key areas of property management, from property inspections and maintenance to tenant relations, and more. By following this checklist and adapting it to your specific property’s needs, you can streamline operations, improve tenant satisfaction, and enhance the overall performance of your commercial property.
Daily Tasks
Walkthrough Inspection
Conduct a daily walkthrough inspection of the property to identify any immediate issues or safety hazards.
Common Area Cleaning
Clean and maintain common areas, including lobbies, hallways, restrooms, and parking lots.
Trash Collection
Arrange for daily trash collection and disposal.
Weekly Tasks
Exterior Maintenance
Inspect and maintain the exterior of the building, including landscaping, signage, and parking areas.
Tenant Communication
Send weekly communication to tenants regarding updates, events, or maintenance activities.
Pest Control
Schedule weekly pest control inspections and treatments as necessary.
Monthly Tasks
Interiors
Regularly inspect the floors, walls, and ceilings of your commercial property for any indications of damage or wear. Address any leaks promptly to prevent further issues. Verify the functionality of all doors and windows, ensuring that locks and closures are in proper working order. Taking care of the interior spaces is not only about aesthetics but also crucial for maintaining the functionality of your commercial property. By being proactive with maintenance, you create a safe and efficient environment for occupants and visitors alike.
HVAC System Maintenance
Arrange for monthly inspections, filter replacements, and maintenance of HVAC systems.
Roof Inspection
Conduct a monthly roof inspection to identify any signs of damage or leaks.
Lighting
Inspect light fixtures at regular intervals. Check if all the lights are working. If there are burned-out bulbs, you should replace them as soon as possible.
Kitchen and Bathrooms
Conducting regular kitchen and bathroom inspections is crucial to assess the maintenance needs of your commercial property. Examine the tiles carefully for any cracks or missing grout. Verify that proper hygiene protocols are being followed and ensure that soap and paper towel dispensers are functioning correctly. Thoroughly inspect sinks, toilets, and showers for any signs of leaks or other forms of damage. Taking these preventive measures helps to identify issues early on and ensures the optimal condition of your property’s essential facilities.
Fire Safety Equipment
Inspect and test fire alarms, extinguishers, and sprinkler systems on a monthly basis.
Fire safety equipment is not only crucial for building maintenance but is also legally mandatory for all establishments. Ensure that your smoke alarms, sprinklers, fire extinguishers, and carbon monoxide alarms are in proper working order. Additionally, it’s essential to have fully stocked first aid kits conveniently placed throughout your property.
For commercial properties, staying up-to-date with fire and life-safety systems is vital. This not only safeguards your property but also protects the well-being of those who work or reside there. Failure to comply with the regulations can result in substantial fines and penalties.
Quarterly Tasks
Tenant Meetings
Conduct quarterly meetings with tenants to address concerns, provide updates, and gather feedback.
Exterior Building Cleaning
Schedule a professional cleaning service to wash windows and clean the exterior of the building.
Exterior maintenance not only boosts curb appeal but also your property’s value. You need to make sure that your exterior walls and surfaces are clean and well-maintained. Doors and railings should be
Landscape Maintenance
Conduct quarterly inspections of the landscaping, including trimming trees, mowing lawns, and fertilizing plants.
Semi-Annual Tasks
Building Systems Inspection
Engage a professional to inspect and maintain building systems, such as elevators, plumbing, electrical, and security systems.
Parking Lot Maintenance
Inspect and repair any damages to parking lots, repaint parking lines, and ensure proper lighting.
Annual Tasks
Building Safety Audit
Conduct an annual safety audit to ensure compliance with building codes and regulations.
Plumbing
It is essential to conduct an annual check on your plumbing system. Thoroughly inspect water boosters, circulation pump systems, valves, water heaters, boilers, sewage pumps, sumps, and irrigation systems. Look out for leaks or unusual noises and ensure that all parts are properly lubricated. Running wear-and-tear system tests can help identify any potential issues that require servicing or repairs.
Investing in proper plumbing maintenance offers significant cost and energy savings. If you own a commercial property and lease it out, regular plumbing inspections can also contribute to tenant retention for future lease terms. Since plumbing problems may not always be apparent, regular maintenance allows you to tackle issues while they are still in their early stages, preventing major complications down the line.
Roof Maintenance
Schedule an annual roof inspection, repair any damages, and clean gutters.
Financial Review
Conduct an annual review of financial statements, budgets, and rental rates.
Lease Renewals
Evaluate expiring leases, negotiate renewals, and update lease agreements as necessary.
Streamlining Commercial Maintenance Checklist
By leveraging a CMMS, commercial property managers can automate and streamline various tasks, improve communication, enhance efficiency, and ensure better organization of property management activities. It provides a centralized platform for tracking and managing data, resulting in improved decision-making and overall property performance.
Property Inspection
By creating digital inspection checklists accessible on mobile devices and attached to work orders, CMMS ensures consistent and accurate property inspections.
Maintenance and Repairs
CMMS work order management software is used to generate work requests and automates work order activation, assignment, processes, and distribution to ensure that work orders don’t fall through the cracks. A flexible maintenance calendar provides a snapshot of upcoming work orders so that you can plan for the days or weeks ahead.
Tenant Relations and Retention
Keeping your tenants happy and reducing turnover is a critical component of the property management industry. Your renters want the assurance of quick response times and well-maintained premises and won’t stick around if they don’t get it. That’s why the eWorkOrders tenant portal is available 24/7 and includes automated communication features. Our secure, interface allows tenants to easily login and submit service requests as well as view property handbooks and other necessary information. And since this tenant portal is separate from the rest of our CMMS software, you won’t have to maintain a database of requesters!
Vendor and Contractor Management
CMMS allows the creation of a vendor database, tracking vendor performance, and managing service contracts. It streamlines vendor selection, work order creation, and payment processing.
Energy Efficiency and Sustainability
CMMS tracks energy usage, monitors equipment efficiency, and schedules preventative maintenance for energy-consuming assets. It identifies opportunities for energy savings and supports sustainability initiatives.
Emergency Preparedness
CMMS stores emergency response plans, contact information for emergency services, and evacuation routes. It ensures easy access to critical information during emergencies.
Summary
A well-executed commercial property management checklist is a vital tool in ensuring the efficient and successful management of your property. By diligently following the checklist’s guidelines, you can stay on top of crucial tasks such as property inspections, maintenance, tenant management, financial tracking, and compliance. Regularly reviewing and adapting the checklist to your property’s unique requirements will help you optimize operations, maintain tenant satisfaction, and protect your property’s value. With a comprehensive and organized approach to commercial property management, you can foster positive tenant relationships, mitigate risks, and ultimately achieve long-term success in the dynamic world of commercial real estate.
Other Resources
Commercial HVAC Maintenance Tips & Checklist
What Is Common Area Maintenance (CAM) And Why You Should Care
