If you own or manage properties, you will eventually need to schedule some form of maintenance or repair, and in doing so, you need to find reliable professionals to perform these services, but not every interaction goes smoothly. Explore these methods of handling difficulties with maintenance people, ranging from written communication to setting milestones and escalating to managers. Additionally, learn about screening maintenance contractors.
As a landlord or property manager, your tenants will eventually have requests for maintenance or repairs. Whether it’s routine seasonal maintenance, repairing a minor break, or a major incident, you will probably have to find someone who can perform maintenance and repair tasks. There are many trustworthy, helpful, and highly skilled maintenance workers out there who are eager to work with you.
However, not every occurrence of maintenance or repair is an easy process. If you run into issues with maintenance people, there are plenty of ways you can handle and resolve these difficulties, such as changing how you communicate. Use the following tips to prevent and alleviate difficulties with maintenance workers.
Learn more: 5 Small Maintenance Tasks That Landlords Can’t Overlook
Communicate in Writing
Ensuring that all communication is thoroughly documented is the first step in ensuring that you minimize issues with maintenance contractors. This ensures that you both have a clear understanding of what the other knows and plans to do, and provides an agreement you can point to should misunderstandings or conflicts arise. As a general rule, communicating in writing when hiring a contractor or company of any kind is best practice.
Even if you haven’t begun a contract by communicating in writing, you can start using these methods now. While you may not be able to document previous interactions, documenting them going forward will be a helpful tool in case of maintenance difficulties.
Use Contracts and Refer to Them Consistently
As an additional element of written communication, contracts can be immensely helpful in ensuring that you and the contractor both have a clear understanding of the expectations. Additionally, should a dispute occur, a contract can prevent the problem from escalating as a reference that may be used to establish the correct course of action and terms of the agreement.
Set Rules and Milestones
Having firm expectations of what you want your contractors or workers to do, especially regarding communication and milestones, is a great way to ensure and encourage prompt responses and work. Additionally, setting your expectations as early as possible is the ideal way to prevent difficulties later on.
Set up a system of milestones and work with your contractors to determine when those milestones should be completed. If they are not completed, discuss the issue with your contractor. They may have additional needs to be met, or they may have encountered difficulties in the process.
Learn more: Ultimate Guide to Vendor Management
Escalate to Higher-Ups
If issues with a maintenance person truly cannot be resolved, speaking to their employer or manager may be the best option. If you go through an independent contractor, you may not have this ability, but if you go through a company that hires out maintenance workers, it may be possible to reach out to their manager. You may file a complaint with that manager, request a different worker, or otherwise resolve the issue through someone else.
Screen Contractors Carefully
Though independent contractors may not have a manager or employer that you can speak to, you may be able to alleviate the stress of requiring a manager by carefully screening your contractors. Look for references, background information, and reviews from other people who have hired them. Additionally, don’t be afraid to choose not to go back to a contractor if you aren’t satisfied with their work.
Another option in this vein may be to hire young contractors. While they may not have the expertise of an experienced professional, they will typically appreciate the business when they are new to the industry. Developing a positive relationship early on in a contractor’s career is an excellent way to create a long, rewarding professional relationship.
Learn more: The Importance of Vendor Screening for Landlords
Final Thoughts
Scheduling maintenance for a rental property is an inevitability as a landlord or property manager, but it doesn’t need to be a headache. With careful planning and some screening procedures, you can make maintenance a breeze.