Facility maintenance varies between quick and simple to long and complicated. Commercial property managers rely on various teams and vendors to handle the janitorial needs, HVAC upkeep, electrical issues, regular landscaping, and various punch list items. Each field has its own schedule, team, pricing, availability, and communication needs.

With all of those moving parts, it’s a lot to fall on the desk of the property manager, and coordinating these needs can quickly become complicated. The problem isn’t having too many vendors, the problem is the time it takes to manage them, the focus it takes away from operational duties, and allowing for too many things to fall through the cracks.

Here’s five signs that your facility maintenance process is way more complicated than it needs to be:

You Spend Too Much Time Chasing Down Vendors

One of the biggest inefficiencies for your facility maintenance process is the amount of time wasted on following up with vendors. The vendor will give a time and date, but if they don’t appear when they said, you end up playing phone tag, and eventually they come, but it’s on your list to continuously follow up on the work order and its progress.

Too Many Vendors for Too Many Problems

It’s important to have a network of trusted vendors to help you with the needs of your commercial property. However, having vendors for every specific issue can be problematic. Finding all-in-one vendors can help save you on time and money, and result in less relationship maintenance.

Work Orders Get Lost in the Mix

When you’re issuing multiple work orders, it’s easy to lose track of who’s taking care of it, when it’s schedule to be done, and how the progress is coming along. That’s to assume that the work orders were assigned correctly and efficiently. Vendors may not have all the details, the wrong work order when to the wrong vendor, and scheduled repairs may not be followed up with.

Reactive Maintenance is Becoming a Common Practice

While reactive maintenance is sometimes unavoidable, it shouldn’t be the solution to every issue. Regular service and maintenance should be scheduled and followed up on to avoid breakdowns. Through routine inspections, issues can be detected and problems can be anticipated and corrected before completely breaking down.

You’ve Become the Middleman for Everything

The biggest issue is that the property manager has become the go-to for every single maintenance issue. It’s a cycle of tenant calling property manager, manager calling vendor, vendor calling manager, and so on and so forth. It’s cyclical and it takes time away from other important operational tasks.

Simplify Your Process with One Point of Contact

Contacting multiple vendors grows tedious and tiresome. Managed facility service providers take the reins and act as the one-point-of-contact between the property manager and vendor. They can assign the work order, coordinate the scheduling, follow up on progress, and keep the property manager informed of the issue and its expected resolution. This frees up time and energy for property managers to focus on more important duties with the facility.

Make Your Facility Maintenance Process Less Complicated with City Wide of Boston

If you’re spotting inefficiencies with managing work orders and assigning vendors that lead to too much time spent on handling the communications, let City Wide of Boston help. We can be your one-point-of-contact for all your facility’s needs. We’ll manage the work orders by assigning a qualified vendor, tracking progress, and provide open communication to see the issue through.

Spending too much time on coordinating work orders? Contact us today!