Managing a property involves a myriad of responsibilities, and when it comes to communal areas, the complexities only multiply. As a property manager, ensuring the safety and comfort of all residents is paramount. This means overseeing communal services, which refers to the shared amenities and areas that contribute significantly to the overall living experience.
The communal areas of a building are often the first impression for visitors and a daily reality for residents. Effective management of these spaces is crucial for tenant satisfaction, safety, and maintaining the value of the property.
Trip hazards
One of the most fundamental safety concerns in any communal area is the presence of trip hazards. These seemingly minor issues can lead to serious injuries and potential liability for the property manager.
To deal with these, proactive inspections are a must. Scheduled checks of hallways, stairwells, lobbies, and outdoor communal paths will help avoid issues. Signs like loose carpeting, cracked paving, uneven flooring, trailing cables, and items left in walkways should be watched out for.
Prevention, in this case, is the cure. A property manager should implement and communicate clear policies to their residents, especially regarding the storage of personal items in communal areas. Objects such as bicycles, pushchairs, and decorative items can quickly become obstacles. Poor lighting can also exacerbate these problems, giving bad visibility for trip hazards.
Door entry access
The door entry access control system is the first line of defence in a building’s safety. A reliable door entry system, whether it’s a key fob, intercom, or smart access system, should calm any worries property managers or residents may have. However, regular maintenance is crucial to prevent breakdowns. A clear policy is also needed with the distribution of key fobs, access cards, or codes.
Periodically test the system to ensure all components are working correctly, including the intercom, camera, and the mechanism for opening the door. Technology is always advancing, so consider upgrading older systems to enhance any security features.
Window cleaning
Clean windows enhance the aesthetic appeal of a property and allow natural light into communal spaces, creating a more pleasant environment. However, window cleaning, especially for multi-story buildings, carries significant safety implications.
When it comes to everything but ground-floor windows, using professional, insured window cleaners is non-negotiable. This is because they have the necessary equipment, training, and safety protocols to work at height. Safe access should be provided for cleaners, whether via abseiling or reach-and-wash systems.
A regular cleaning schedule should be maintained and communicated to residents, which allows them to manage expectations and prepare by closing their windows. This is paid for via the service charge, which is one of the easiest and most visible ways of proving the service a managing agent is providing to residents.
Heating from shared systems
Communal heating systems, while often efficient, require careful management to ensure all residents are comfortable and costs are kept low. Zoning could help with this as it allows for different temperature settings in various areas, which contributes to energy conservation.
A maintenance schedule for boilers, pipework, radiators, and control systems is imperative. This prevents breakdowns, ensures efficiency, and prolongs the lifespan of the equipment. However, if a breakdown occurs, an emergency plan should be in place for these system failures, including contact details for engineers and potentially strategies for providing temporary heating.
Planned preventative maintenance is a key component of Fixflo’s offering. Find out more.
Fire loading
Fire safety is paramount in any communal living environment. Fire loading refers to the amount of combustible material in a given area, and in communal spaces, this needs vigilant management.
Ensure all escape routes are kept free of obstructions. Waste management is also essential, as frequent rubbish removal from communal bins can prevent the buildup of combustible refuse. It’s also important to keep the building hygienic. Storage of flammable materials, such as old furniture, in communal areas should be banned.
When it comes to fire doors, conduct regular inspections to ensure they are functioning properly and not wedged open. Residents should be educated on the importance of not propping them open for any reason.
Final thoughts
Effective management of communal services is a continuous process of inspection, maintenance, communication, and problem-solving. By addressing these key areas, property managers can ensure a safe and clean living environment for all residents, enhancing the overall value and appeal of the property.
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