Maintenance – Propertyware

The Complete Fall Maintenance Checklist for Single-Family Properties

Mary Rose Hogaza — Wed, 09 Sep 2020 06:05:59 +0000

By: Laurie Mega Fall is a major transition time for your properties. There’s a lot to do to get them ready for the colder weather. In fact, you may even want to start lining up vendors, ordering supplies, and scheduling inspections in the summer months. For all of your single-family properties, there is a list of tasks to complete both inside and outside the home. By getting ahead of fall maintenance now, you’re saving yourself and your tenants time and hassle, while saving your owners money on emergency repairs. To help you cover all your bases, we’ve collected a list of tasks for both the interior and exterior of your properties. We like to call it the ultimate guide to fall maintenance for single-family properties.

Exterior Clean-Up and Maintenance

There’s plenty to do outside to get ready for winter. Here are the tasks to check off before the temperature drops.

Clean Up Yards

Clean up those fall leaves and remove fallen branches or other organic debris. Letting all that rotting material linger on the ground, especially under a layer of snow, discourages grass growth in the spring. Don’t prune your bushes, though. Many people do that to prepare for spring, but pruning bushes that are slowing down growth to prepare for winter can inhibit further growth when the weather warms.

Clean the Gutters

Clear gutters of leaves, branches, and other debris. Clogged gutters can’t handle runoff from melting snow, which can puddle and freeze on roofs, causing ice dams and leaks. Even if you’re not in a snowy area, rain that can’t drain through the gutters will find another way off the roof, usually through gaps that lead into the walls.

Assess the Roof

While your team is up there, have them take a good look at the roof. Make sure there are no loose shingles or areas of decay. Check around vents to make sure they’re sealed properly. Gaps are a great place for water and melted snow to leak down into the home.

Line Up a Snow Removal Company

If you haven’t already, hire a snow removal company now to clear driveways and walkways. Don’t wait for the first major storm to start calling around. You probably won’t find anybody. Pro tip: If you’re using a customizable property management system, use custom fields to track maintenance projects across your properties. Then you can create customized reports to monitor the status of your fall maintenance checklist.

Tend to Your Gardens

Fall is the time to get flower beds ready for spring and summer. Prep your beds by adding compost and turning the soil. You’ll want to plant your spring bulb, as well.

Winterize the Sprinkler Systems

When you’re done watering your lawns for the year, make sure you have them drained properly. Water left in sprinkler systems can freeze and crack your pipes.

Winterize Pools and Decks

If your properties have pools, get them ready for winter by cleaning, balancing and adding winterizing chemicals, lowering the water levels, and covering them. For decks, store the furniture and inspect them for loose boards, railings, or screws. Have any weak spots repaired. Then, give the deck a good cleaning and a layer of water seal, if it needs it. Pro tip: Have your snow-removal company take care of decks, too. Prolonged contact with snow can damage wood, and all that weight puts a lot of pressure on the deck’s structure.

Interior Maintenance

Your properties are all set on the outside. Now it’s time to take a look inside. Schedule a time to inspect your properties and make sure all of these tasks are performed.

Check Insulation

Take a look in attics to make there is sufficient insulation. If it’s an older home, consider having it assessed for heat efficiency and getting insulation blown into the walls, if necessary. Pipes that run along external walls should be insulated, as well, to keep from freezing and bursting in extremely cold weather.

Pest Control

As the weather gets colder, animals are going to find your cozy home pretty attractive. To keep pests out, plug up gaps, cracks, and other access points. Taking care of it now is a lot cheaper than removing a family of raccoons or a mouse infestation in the middle of winter.

Check Furnace and HVAC Systems

Schedule a furnace cleaning to have filters replaced and buildup removed, particularly for oil-burning furnaces. Check HVAC systems and keep replacing the filters on a regular basis.

Inspect Windows and Doors

Check the seals on windows and doors to make sure they’re airtight. Caulk or add rubber seals to areas where cold air or water could seep in. If the windows are older, switch out screens for storm windows.

Safety Maintenance

Regular safety checks are always a good idea. Perform one in the fall to address season-specific concerns.

Flood Prevention

In areas that experience heavy rains or melting snow, make sure your properties are ready for flooding. Seal up cracks in foundations and make sure water from roofs and gutters is channeled away from the home. Make sure driveways and walkways have proper run-off and drainage. You may even want to consider planting rain gardens, which can absorb large amounts of water to prevent flooding.

Fire Prevention

Fire prevention measures can be performed on both the interior and exterior of a property. For the exterior, remove dead trees and branches from the yard, and take down tree limbs that hang over roofs. Pro tip: Taking down large limbs hanging over roofs can prevent damage from branches that break in winter ice storms or under the weight of snow. Inside the home, make sure tenants aren’t using space heaters and that drapes and other cloth materials are kept away from radiators.

Carbon Monoxide/Smoke Detector Maintenance

Check all carbon monoxide and smoke detectors on a regular basis. Replace batteries and make sure detectors are placed on every floor in the house. If a tenant has removed them, educate them on the importance of the detectors and make sure they keep them up.

Fireplace and Chimney Maintenance

Have a chimney-cleaning company come in to inspect and clean chimneys and fireplaces. They will make sure the chimney is structurally sound and that there is no debris inside it. They’ll also clean both the fireplace and chimney to remove ash and creosote. Fall maintenance is essential to keeping your tenants safe and happy, while keeping your owners from having to spend money on expensive repairs. Take this checklist and set up a plan to knock each one of these tasks out before the weather gets too cold. Your tenants and your owners will thank you.

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How Contact Centers Improve Work/Life Balance for Property Management Staff

Leah Mendes — Wed, 19 Jun 2019 14:21:34 +0000

Sometimes, the simple things can improve work/life balance in property management. Just having someone there to pick up the phone, answer an email or respond to a live chat request can give a leasing staff much needed breathing room, no matter the time of day or night. Single family property managers can’t always be there to take every leasing inquiry or maintenance call, especially when call volumes are high. And believing that most prospects or tenants will call back if they don’t get an answer or reply right away is a false assumption. Covering the bases and providing a great customer experience can be stressful without a little help. “Running a business is not an easy task, which we all know typically comes with wearing a ton of hats,” said rental industry leader Hannah Lau, a Vice President of Operations at RealPage, Inc. “We have found during office hours that the contact center can capture 50 percent of calls that would have gone to voicemail, of which 80 percent will not leave a message and 55 percent won’t inquire again.” Associates at Blackwell Property Management in Charles Town, W.V. know first-hand the value of a contact center. Since choosing Propertyware Contact Center, the full-service property management company has been able to focus on improved customer service and grow business knowing that inbound inquiries are getting handled around the clock.

Enabling staff life after business hours

“Propertyware Contact Center gave us back our private lives, so for the first time we can really leave work behind when we leave the office,” said associate Melissa Francis. Propertyware Contact Center ensures management companies like Blackwell Property Management are open for business after hours. Professionally-trained, live agents are an extension of the front office, capturing every leasing call and email and offering 24/7 maintenance request support on multiple channels. The Leasing Contact Center ensures every call and email is answered in real-time, no exceptions, by live agents who are trained to fit the specific needs of the property and sales strategy. The solution has proved to enable users to sign 2.7 times more leases.

Improving customer service without hiring new employees

Patrick Blood said the Contact Center has enabled Blackwell Property Management to improve service without adding headcount. The company’s property listings have doubled in size as a result. “When a client calls they are speaking with someone who’s seeing their account live,” he said. “This attention to detail has allowed us to double our doors in the past year, taking us from 200 to 400 properties under management.” A contact center enables properties to optimize workforces, understand where their leads originate, gain market visibility and deliver consistent quality, among other advantages. Maintenance teams have become essential to the image of property management companies over the years. The Propertyware Contact Center is committed to providing a great tenant experience when repairs or services need to be completed. A proprietary dispatching system allows maintenance techs or vendors to listen to a recording of the conversation between the tenant and the Contact Center agent. This allows the technician to become familiar with the issue, even before even contacting the tenant. In addition, the vendor is provided with a work order with pertinent details in your Propertyware system, such as the issue, whether or not pets are inside, and if there are locks on the door. It’s a level of customer service that goes above and beyond. “We’d need two more eight-hour shifts to match the benefits we receive from the Propertyware Contact Center,” Blood said. Learn how Propertyware Contact Center can support your business.

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Affordable Ways to Boost a Property’s Curb Appeal

pwadmin — Tue, 01 May 2018 22:12:02 +0000

A property’s exterior is usually the first thing people notice. Curb appeal attracts potential tenants, persuades them to look more closely at your rental home and will show if it has been properly maintained. It can also add that special touch that makes it a home, instead of just another property. Curb appeal doesn’t have to be something you did which was expensive; sometimes it’s the small details that can make or break a deal. Here are some affordable ways to increase your curb appeal when you’re leasing your property.

Maintain the landscaping

When making a first impression, a property’s landscaping comes first. If you’re in a place like Richmond, VA where the average yard size is 10,361 sqft.—that’s a lot of a selling point. Having the lawn mowed and the shrubs trimmed can make all the difference. Also, make sure that the flower beds are mulched and spent plants are replaced. You’ll also want to make sure that there aren’t any tree branches, bushes or shrubs that are blocking attractive home features. You could also plant bright containers with flowers to give a warm welcome. If you have a fence around the property, look to see if it needs to be painted or stained for a simple refresher.

Take care of sidewalk cracks

You have been walking on your sidewalk for so long, you probably don’t even notice the cracks anymore. However, a new buyer or renter will notice in an instant. Fixing your sidewalk should be on your list of priorities, and it’s not a difficult job. You will need some flexible sealant, which is a substance that’s durable and will blend in with concrete. It’s sold in tubes with easy to apply applicators, and most brands offer step-by-step directions.

Repaint the front door

The front door should be inviting. You can add a fresh coat of paint in colors that will complement or contrast to the rest of the property. A glossy finish will hide smudges and is easy to keep clean. Repainting may take a little bit of time, but it has as much of an impact as painting the entire exterior. The doors themselves will pop in unity. If you have a smaller property, you can repaint the trim of the door, shutters and consider replacing old door knobs/handles. This is not a challenging project, and it’s the first thing a prospective tenant will see before stepping into their potential new place.

Refresh address numbers

You can add a touch of beauty to your property by updating a home’s address numbers. Similarly with repainting, exterior numbers can get weathered over time. Using metal numbers will last longer than a paint job, and will add a modern and restored shine to the exterior.

Pressure wash the siding of the home

When you make the outside of a home clean, it will feel cleaner on the inside. You can use a pressure washer to clean a home’s siding, windows, walkway, steps and driveway. The entryway and halls should appear uncluttered and have a welcoming appearance. Curb appeal is essential when trying to attract new tenants or make current tenants happy. When a prospective tenant is searching for a new home, the outside of the property is what draws them in. Simple, budget-friendly upgrades can keep your property looking fresh and clean year-round. Jackie Greene is a blogger, gardener, and nutrition enthusiast. She enjoys creating organic meals for family and friends using the fresh ingredients she produces from her backyard homestead.

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New Year, New Look: 5 Simple Ways to Upgrade Your Rental Property

pwadmin — Wed, 07 Feb 2018 19:30:24 +0000

A new year brings the spirit of renovation and renewal, and with only one month down in 2018, there’s still plenty of time to redecorate, fix, or spruce up your rental property. Renovations can be intimidating, however, as they can take a toll on your time and put a dent on your budget. Luckily, there are some simple, less-expensive ways to make positive changes to your property to keep your guests happy and boost your revenue. Here are five ideas for you to try in 2018:

1. Start small

Gutting the floor and re-tiling the bathroom can give your rental a facelift, but these projects come with a hefty price tag. Before you take on expensive, time-consuming projects, inspect your property to determine what can be fixed or repaired. If you do want to replace a few things, choose the little things that can make a big difference. Give your bathroom a new look by replacing old sink fixtures or bring new life to your kitchen by fixing or repainting cabinets. Whether you need to fix something that’s not working or want to change the look and feel of a room, do your budget a favor and find opportunities to repair before you replace it.

2. Boost your curb appeal

Whether you have long-term renters or are looking for new tenants, a little landscaping work can go a long way. The exterior is the first thing your tenants see when they drive up, so spend some time on some easy but impactful projects. Plant seasonal flowers or perennials, or get creative and build planters with items you already have. Another simple, inexpensive option is to build a walkway using stepping stones, gravel or mulch. Stepstones require minimal digging and are cost-effective since you don’t need as many to cover a stretch of your lawn. No matter what materials you use, this is a DIY project you can knock out over the weekend.

3. Upgrade your windows

Your windows can improve the exterior look of your rental and can also influence your tenant’s interior experience. Whether you want to keep pesky bugs out, reduce sun and glare or increase privacy, window modifications can give your rental an upgraded look and feel.

4. Add some color

A fresh coat of paint can liven up any room, and the best part is, the possibilities are endless! You can simply touch up the walls with the current color, or pick out a brand new shade. Just keep in mind, if you change the color, you may also want to change the decor or furniture to match. You may not want to paint every room, but you can prioritize the ones that need some retouching. If you plan to paint multiple rooms, tackle one room at a time to reduce your costs and make the task less intimidating.

5. Let there be light [fixtures]

Your light fixtures may not be the highest priority on your rental upgrade list, but new light fixtures can change the vibe of the whole place. Whether you’re going for vintage or new age, you can find light fixtures on sale online or at your local hardware store. If you’re electrically-savvy, you can install light fixtures yourself. If you’d prefer to hire a professional, find a handyman, which will be much less expensive than hiring an electrician. Light fixtures are little accents that can make a big difference for new or current tenants. Maile Timon is a freelance writer and content editor. She writes articles on health and fitness, lifestyle and family, home improvement and more. Maile earned her Bachelor’s in Broadcast Journalism from Chapman University. When she’s not writing, she enjoys hiking in San Diego, CA.

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Empowering Technology to Avoid Landscape Losses

pwadmin — Fri, 22 Dec 2017 19:42:56 +0000

The drought that gripped the U.S. a few years ago may be over, but lessons learned to conserve water and landscape loss are very much applicable to today’s front and backyards. Many municipalities continue to enforce weekly water restrictions as the nation recovers from shortages that left some reservoirs and lakes high and dry. Communities are attempting to preserve much of today’s plentiful water supplies by enforcing water conservation. As water supplies dwindled around 2012, xeriscaping gained popularity to keep landscapes from looking burned and depleted. Grass and traditional plants were replaced by low-maintenance rock, decomposed granite and native foliage. Also Evapotranspiration (ET)-based irrigation technology emerged to control the volume of watering. While some of xeriscaped landscapes remain, a green lawn has become desirable again, especially now that water supplies are back to normal. But experts says that efficient irrigation practices are just as necessary as they were four or five years ago. “During the drought, we learned a lot of landscape design principle changes,” said Earthworks President Chris Lee. “Even though we’re past the drought, a lot of cities still have the twice-weekly watering restrictions. We need to still be as efficient as possible in irrigating our lawns.” ET-based controllers act like a thermostat for an apartment property’s sprinkler system, telling it when to turn on and off, while using local weather and landscape conditions to tailor watering schedules to actual conditions on the property. Instead of irrigating using a controller with a clock and a preset schedule, ET controllers allow watering schedules to better match plants’ water needs while minimizing runoff. Duration, frequency, and soak times are set by several factors. Weather data combined with geographical location, sprinkler type, plant type, soil type, and a fine tuning option, enables the smart irrigation controller to irrigate with precision. Also, problems with output – such as a malfunctioning zone – can be identified through the flow sensor with a swipe of the screen or click of the mouse anytime, anywhere. The technology is mobile friendly and systems can be controlled from anywhere, anytime.

Technology helps property managers get a grip on irrigation

A big benefit to ET-based controllers is minimizing overwatering, which is more prevalent in the summer, according to the Environmental Protection Agency. EPA says that 30 percent of all water consumed in the U.S. is used for outdoor purposes and that up to half is wasted during the summer because of evaporation, runoff or wind. In 2012, Texas-based Weathermatic, a manufacturer of ET-based controllers, began a sustainability program and started reducing water consumption for property management companies. After three years, the average water usage of Weathermatic’s top five property management customers dropped 50 percent, said President and CEO Mike Mason. The savings were twice as much as California’s mandated 25 percent reduction in water usage around 2012. Lee says the company is working with landscapers to help property management companies switch to the controllers so landlords can stay on top of water consumption. The technology won’t necessarily save a lot on the water bill but will help apply the right amount of moisture at the right time to keep plants and grass healthy. “You’re not going to save a lot of money on your water bill but when you’re talking about money on the capital side because you’re not managing irrigation as efficiently as you can and you increase plant material loss, that’s where it will make an impact,” he said.

Making the best of water restrictions

The program, which starts in January, is particularly beneficial for property management companies who have multiple rental homes. High-end commercial grade controllers can run upwards of $5,000; typical residential controllers retail as high as $1,800. By working with select landscape companies, property managers can save on installation costs and get the benefit of ET-based controllers without outlaying a bunch of capital, Lee said. Controllers can be programmed to manage city restrictions and integrate with sensors to identify variances in flow rate, an indicator that can lead to leak detection or equipment malfunction that prohibits adequate coverage. Flow sensors ultimately reveal whether or not the system is working correctly to avoid plant and grass loss, which can get expensive to replace. The system will also shut down automatically during disasters and emergencies. “When you only have a couple of shots a week to irrigate your property you need to know if the system is working properly,” Lee said. “Flow sensors look at consumption and tell if the system is coming on or not.” The controllers can be especially beneficial for rental homes where residents manage the landscape irrigation. Ultimately, the landscape gets irrigated properly to avoid overwatering or under-watering, which affects plant life. The home’s front and backyards always look good, enhancing curb appeal and reducing the need to replace dead or damaged plants, which ultimately costs the landlord, Lee says. “Cities aren’t going to relax their water restrictions,” he said. “They’re here to stay. Managing irrigation efficiently is going to continue to be critical, no matter the conditions outside. This technology is an opportunity for property managers to be efficient about how they water and ensure the landscape is healthy and looks good. It really does the thinking for you.”

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Tips for Preventing and Addressing Property Maintenance Issues

Ashley Chimal — Wed, 22 Nov 2017 09:00:03 +0000

Two of the most stressful issues rental property owners encounter are property maintenance and evictions. Many owners have underperforming properties due to ill-advised cost saving attempts for maintenance items. Tenants will often stop paying rent if maintenance items are not addressed quickly. Owners usually experience a higher frequency of evictions due to relationship friction with unhappy tenants. Rental property owners often fill a vacancy by advertising a property that is below-average condition as they attempt to save money on the turnover. This is usually because of the revenue lost during a recent eviction. However, the problem is that now the owner has a less marketable property, which means they are less likely to attract quality tenants and more likely to repeat the same vicious cycle. To avoid these pitfalls, preventing and addressing maintenance issues is extremely important to the performance of a property. A good property manager has effective communication, fast response time and professional maintenance staff. The lines of communication between tenants and management must always be open. Tenants are essentially the first line of defense for maintenance and repair items. They will be the first to notice there is an issue in almost all cases. It’s best to address repair issues early before the severity increases. A leaky faucet is usually not a major problem if fixed early, but if a water leak goes unnoticed or isn’t addressed for an extended period, it can cause major damage, resulting in thousands of lost dollars. This is where response time is important. A clear system must be in place to receive and process maintenance requests to reduce risk and retain tenants. It helps to use professional maintenance technicians who are on call 24/7 for emergencies, along with an online tenant portal for routine maintenance requests. Another pitfall most new real estate investors fall into is using vendors or maintenance staff who are not skilled or unprofessional. It makes sense to look for value and inexpensive solutions, but this presents great risks when it comes to maintenance. Many items that need to be repaired are only symptoms of a larger issue. A cracked ceiling or wall can be a sign of structural issues and a stain can be the sign of a faulty roof or leaky pipe. You want to use skilled and experienced maintenance staff who have the knowledge to identify the root cause of an issue. This will help you find a long-term solution and prevent a future reoccurence. Most owners would be best served by hiring a professional property management company to handle all these items and ensure the maximum performance for their properties. Nick D’Agnillo is the CEO & Founder of Nexus Property Management, A National Property Management Franchise that manages all types of rental property, from single family homes or condos to large apartment buildings and complexes.

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5 Landscaping Upgrades That Also Boost Rental Security

pwadmin — Fri, 17 Nov 2017 21:51:17 +0000

If you’re unfamiliar with Crime Prevention through Environmental Design (CPTED), the basic premise is that “proper design and effective use of buildings and public spaces in neighborhoods can lead to a reduction in the fear and incidence of crime,” according to the National Crime Prevention Council. This can direct neighborhood design, helping developers create a safer community. It can also direct the security efforts you take with your rental property. You can use the following fundamental design ideas to drive safety at your rental property:

Practical access control (doors, fences)
Surveillance (lighting, windows, landscaping)
Territorial reinforcement (signs, sidewalks, ordinances)
Maintenance (code enforcement, community clean ups)

When you boost rental security in this way, you’ll also improve curb appeal and landscaping, making it a win-win for you, your tenants and the community. Use these landscaping upgrades to bring CPTED to your rental property.

Upgrade (or install) outdoor lighting fixtures

Mounting lamps in the front yard is a decorative and functional means of exposing would-be trespassers. Without the cover of the dark, burglars have increased chances of being seen. During installation, position the light fixtures away from areas that cause shadows or glaring, in order to illuminate the entire property after dark. It’s also a smart idea to elevate them high enough to inhibit tampering. Finally, the most effective options for security lighting are high-intensity and motion sensitive discharge bulbs—in particular, metal halide or high-pressure sodium (HPS): “The HPS bulbs emit a yellow to orange light, while the metal halide bulbs emit a blue to white light,” according to Angie’s List’s Outdoor Lighting Guide.

Keep the shrubs and bushes trimmed

Overgrown shrubbery is not only an eye sore, but creates a convenient hiding place for intruders, allowing them to gain access through first-floor windows. When you trim the property’s bushes on a regular basis, you also “increase visibility of the yard, so neighbors will be able to spot suspicious activity,” suggest security experts from Phoenix Lockmaster. If you want to add new plants to the property, consider the following defensive options:

Washington hawthorn
The pyracantha
Rose bush

Leave space between trees and windows

Tree branches close to the second-story windows or overhanging the roof can present a safety hazard. Intruders can climb a tree in order to reach these entry points. “Look closely at upper-floor windows. If there’s a roof, ledge, fire escape or ladder nearby…remember that you need to secure those windows,” says former FBI criminal profiler Gregg McCrary. Besides keeping windows locked, ensure that there is several feet of space between the tree limbs and windows or roof. In addition, consistent pruning is essential for your trees, otherwise burglars have direct access to a vulnerable area within the home.

Create boundaries around the perimeter

Installing a fence around the whole property to enclose it from street-view makes the property more private and secure. When choosing a fence, note that the most resilient and safest materials are wood, aluminum or polyvinyl chloride (PVC), and the recommended height should be about six to eight feet. Protect America suggests that a fence should have sufficient locking mechanisms, padlocked gates and no exposed crawl spaces. This will deter trespassers from scaling over your fence on the outside.

Pave around the entryways with gravel

Thieves are attracted to front lawns that allow them to move across quietly, without drawing attention to themselves. Cover the ground near windows and doors with gravel to discourage would-be intruders from encroaching on your space. The loud crunch of footsteps will force a burglar to search for another target, experts suggest from Houzz. A successful break-in requires the elements of silence and unpredictability. Not to mention, gravel is an aesthetic feature that upgrades curb appeal. The yard is your property’s first line of defense against potential threats. Configure and design the landscape to serve a dual purpose of beauty and safety. Integrate these simple tips to give yourself and your tenants peace of mind. Jessica Thiefels is a professional freelancer and consultant who has been writing and editing for more than 10 years. Thiefels has worked with a variety of real estate clients and publishers, and has been featured on Forbes and Market Watch. She is also an author for Inman, House Hunt Network, Homes.com and more.

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How Much Money it Costs Your Company to Answer Phone Calls

pwadmin — Thu, 09 Nov 2017 21:55:20 +0000

So, you’re an awesome property manager and for the most part, you love your career. However, being a property manager can be tough, right? However, there are ways to help you get your life back on track while providing a customer service level that decreases property owner and tenant churn (which both cost you money). Have you ever calculated a true monetary and social cost for your business for time spent answering phone calls? How about for employing staff that primarily handles phone calls?

Finding the right solution

There are solutions available that can help ease your pain. One option is to get an auto-attendant answering service. Still, that’s just a step below an old-school voicemail, and surveys confirm that people detest this kind of service. You could also hire someone to answer your calls, but that can prove to be very expensive. When hiring someone, there is much more than a salary to consider. According to the Bureau of Labor Statistics, the average hourly cost for compensating a private sector employee is $30.80 once all employer expenses are added in. Before you make this particular decision ask yourself, do I understand all of the IRS reporting rules applicable to employees and independent contractors? Am I ready for that paperwork nightmare? Additionally, when hiring employees or independent contractors, all market indicators point toward payroll costs exploding. Even hiring part-time staff to answer your phone calls may not be cost-effective and the golden rule, “You get what you pay for” typically applies. You may also think, I already have staff. Let’s think about that for a second. If someone on your staff is in the middle of a task, and he or she is interrupted by a leasing or maintenance phone call, how much time and enthusiasm are they really going to devote to that particular call? As good as your staff may be, no one can be in multiple places at the same time. At any given time, your staff is probably missing inbound revenue-generating leasing calls. You’ve invested your money into advertising to make your phone ring, but how effective is your company with answering the calls that come in?

A contact center can be an effective tool

So, what’s the best solution to solve this daily dilemma? With proper organization and the deployment of the right resources, you can keep both your tenants and property owners happy. Many property managers are using contact centers to support business phone calls. If you have decided to outsource your phone calls, you obviously still want anyone calling your office to feel as though they are calling directly into your office. You do not want them to feel like they’re calling a generic answering service. It is possible to prevent call interruptions, and you can accomplish this for less money and headache than hiring or allocating staff. You can, of course, research multiple call center vendors, but the best and first place to start is with your property management software provider. You owe it to yourself to do the research to save your company money, maximize efficiency and reduce stress.

Jimmy Warlick works in the sales department at Propertyware and has been with RealPage for seven years. He has worked in the property management industry for 12 years. Before joining Propertyware, Jimmy served in the United States Air Force in Europe and also worked for the U.S. Justice Department. Jimmy is a University of Texas at Dallas graduate and calls the DFW area his home, where he lives with his wife and two daughters.

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A Mosquito-Free Home Can Be a Big Selling Point for Property Managers

Tim Blackwell — Wed, 11 Oct 2017 15:56:30 +0000

A mosquito-free home can be a big selling point for property management companies this time of year when most residents are likely to spend pleasant evenings and afternoons in the backyard. Property managers can help ensure this, not only by educating residents on mosquito control, but through effective pest management. Lightweight, portable misting/fogging machines are providing more effective treatment of a pest that has posed significant health risks in recent years around the world. According to the American Mosquito Control Association, mosquitoes cause up to one million world-wide deaths a year that result from transmittable diseases. As of early September, West Nile virus infections in humans, most notably caused by mosquitoes, have been reported in 37 states, according to the Centers for Disease Control and Prevention. The CDC reports 526 cases. Your residents are likely to use an arsenal of ways to combat mosquitoes in the backyard, including spray repellents, citronella plants, torches and water dunks. Canned sprays are not always effective, and burning torches can be unpleasant.

Backpack foggers/mist blowers provide effective on-the-spot treatment

Property management companies can get the benefit of broad-brushed mosquito spray treatment and minimize the responsibility of residents to treat the property using backpack foggers/mist blowers that provide on-the-spot treatment to help ensure complete coverage of the property, says Chris Lee, president of Earthworks. The backpacks, which resemble leaf blowers, are designed to fog isolated areas similar to the coverage of spray trucks. The portability of the gas-powered foggers permits greater penetration of chemicals in ground foliage where mosquitoes could be lurking near standing water or in areas not accessible by larger applicators. “It allows for the first time to get a good application to cover all of the foliage and its interior in areas around the property that may not be accessible through other treatment methods,” Lee said. “It uses regular chemicals that won’t affect the grounds. It’s more effective than anything out there.” The backpacks are easy enough to handle that a property management company could arm its maintenance team to provide year-round treatment (note: the operator must be licensed). In addition to a regular maintenance schedule, applications can be applied before holiday weekends or on special events or at problem areas. Most are lightweight and can be prepped with an insecticide mixture and strapped on in just a matter of minutes. The machines double as blowers and are readily available from industrial equipment supply companies and lawn care specialists for a few hundred dollars.

Residents, property managers should be vigilant about mosquito control

Lee says a mosquito-free property is an amenity in itself, and that property managers have an opportunity to better improve the resident experience by eliminating the problem pests. “It really is an amenity,” he said. “Residents can be responsible for controlling mosquitoes, but there is only so much they can do. Fogger technology is easy enough now that more intense treatment is available so that the source is better controlled without having to call in a big spray truck.” Residents still should vigilant about controlling mosquitoes, Lee says. Mosquitoes cause more human suffering than any other organism. Property operators and residents can take the following steps recommended by AMCA to prevent mosquito breeding on their own property:

Destroy or dispose of containers that collect and hold water. Do not allow water to accumulate in the saucers of flowerpots or in pet dishes for more than two days.
Clean debris from rain gutters and remove any standing water under or around structures, or on flat roofs. Check around faucets and air conditioner units and repair leaks or eliminate puddles that remain for several days.
Change the water in birdbaths and stock ornamental pools with top feeding predacious minnows. Known as mosquito fish, these minnows are about an inch-and-a-half long and can be purchased or native fish can be seined from streams and creeks locally.
Treat ornamental pools with biorational larvicides under certain circumstances. Commercial products “Mosquito Dunks” and “Mosquito Bits” can be purchased at many hardware/garden stores. Pre-Strike Mosquito Torpedo that kills developing mosquitoes using insect growth regulator technology is available at many home/garden and pet specialty stores.
Fill or drain puddles, ditches and swampy areas, and either remove, drain or fill tree holes and stumps with mortar. These areas may be treated with Bti or methoprene products, also.
Check for trapped water in plastic or canvas tarps used to cover boats, pools, etc. Arrange the tarp to drain the water.
Irrigate lawns and gardens carefully to prevent water from standing for several days. If ditches do not flow and contain stagnant water for one week or longer, they can produce large numbers of mosquitoes.

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How to Prevent Property Damage in Colder Temperatures

pwadmin — Fri, 06 Oct 2017 21:20:08 +0000

According to the Insurance Information Institute, property losses caused by snow, ice and freezing temperatures come in third on the list of catastrophic losses caused by weather behind hurricanes and tornadoes. Consider these tips to avoid your property becoming an insurance statistic this winter.

Frozen and burst pipes

No matter your climate, if you get even one hard freeze a year, you need to know how to protect your pipes. The average burst pipe insurance claim is in the neighborhood of $18,000. The damage to your pipes is just the tip of the iceberg. You’ll be facing replacing flooring, possibly sheet rock replacement, re-painting the room the incident occurred in, possible mold removal and prevention measures may have to be taken to maintain a healthy rental property. The costs can be exponentially more if the home is occupied and tenant property loss has to be taken into consideration. If the pipes burst in an upstairs home, there may be a who other set of problems below. The good news is that preventing this tragedy is fairly easy. Making sure your pipes are insulated is step one. Don’t forget to turn the heat on in unoccupied homes to prevent any loss there. Also, before the first freeze of the year, consider sending emails regarding best practices to your tenants. You might even stop by or have a community meeting scheduled in a multi-family situation to discuss ways to prevent catastrophe. Remind them to open cabinet doors to allow the heat to reach pipes. Have them leave their faucets dripping overnight as a preventative measure.

Interior concerns beyond frozen pipes

In your email or meeting regarding burst pipes, you might also mention the dangers of space heaters and whether you will allow them or not. The chilly temperatures may tempt smokers to stay inside, this is the time to reinforce any non-smoking policy among tenants. Inspections are also a good idea this time of the year. Furnaces should be inspected, cleaned, filters changed and checked for leaks. All smoke and carbon monoxide detectors should be checked and batteries replaced if necessary. If you have a wood burning stove or chimney, it should be checked for obstructions, proper venting and structural integrity.

Roof maintenance

Heavy snow can mean a nightmare for a roof that was not in tip top shape to begin with. So, in preparation, your roof should be inspected yearly, preferably before the weather turns cold. Any loose shingles or tiles must be replaced and the seal around vents, skylights and other protrusions should be checked and replaced if necessary. This is the type of preventative maintenance that can save you thousands in the long run. Gutter maintenance is important for snow drainage. Walk the roof’s edge making sure all gutters and downspouts are properly secured and free of debris that might inhibit drainage of melting snow. After a heavy snow, consider not only shoveling you sidewalk and driveway, but the roof as well. Not only can a heavy snow load lead to structural damage, but multiple meltings and re-freezes can turn snow into ice dams along the edge of your roof that can lead to water damage inside your walls.

Landscape and other outdoor concerns

While your roof is on your mind, don’t forget about your landscape. Trimming trees is a must. Every year we see news stories featuring people with smashed cars and roofs because of tree limbs that collapsed under heavy snow and ice load. Don’t be the property manager who has to deal with that! Now is also your last minute to get that patio furniture and your outdoor decorative items that might not survive the weather safely locked away.

Proper emergency plan

The last and perhaps the most important topic of all you should be talking to your renters about is what to do when an emergency strikes. When the power goes out, most people go straight for the candles and other open flames. This can pose a huge fire hazard. Encourage your tenants to use battery operated flashlights and lanterns for lighting in an emergency situation. Even better, you could visit your local dollar store and put together a small, relatively low-cost emergency bag together and bring it to your tenants. Include a set of instructions on what to do in emergency situations, including a list of numbers to call. This little bit of money and effort will go a long way toward making your tenants feel like you care and it will offer you a bit of peace knowing that they have the means to carry out your emergency plan as detailed. Unfortunately, not all property damage is avoidable. However, with a little time and effort you can make your rental property a safer place and avoid many of those potential pitfalls.

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