Clean T.O: Tips for Condo Managers

If you’re reading this, you are probably involved in condo management. Condos are on the rise, and so the demand for condo managers has obviously gone up. But what does being a condo manager involve?

It’s a complex role because it involves acting as a financial advisor, maintenance person and conflict mediator all at once. What’s more, the manager is also doing repairs, supervising staff, filling out paperwork and collecting condo fees! They are doing all this while also managing spontaneous problems that arise. Does this sound like you? Let’s talk about how to balance it all, and which habits you should practise to be a great condo manager.

Condo Conflict Tips

Condos are a breeding ground for conflict on two levels: residents and maintenance. It’s all about money and mitigation. That means you are the liaison between management (the board) and residents, which often leaves you between a rock and a hard place. When something goes wrong in the condo, residents want the problem fixed ASAP- but the board wants it fixed for cheap. Now you have to find a way to make everyone happy, and fast.

The truth is, it’s impossible to make everyone happy all the time. But just because this is so doesn’t mean you shouldn’t try to find the best compromises. Read on to find out about how to go about best compromises and conflicts by exercising foresight and transparency!

Tip 1: Maintain > Repair > Replace

If you are managing a condo building, you know all about maintenance. The working systems of your condo are your number one priority. They are important to everyone that you are responsible to: the residents and the board. If appliances fail, your residents will have to put their lives on hold and the board will have to pay for the damages. A happy condo is an uneventful condo, so it’s best to try to avoid maintenance issues as much as possible by sticking to this simple rule: maintain > repair > replace!

When you give your systems and appliances proper care and attention, they will last just as long as they were meant to and with a lot less surprises. Even if maintenance visits cost you some money, it’s much more cost-effective than a replacement. Not only is it cost-effective in terms of replacing, but a properly working HVAC system could actually save on energy and water costs for residents and the board! This will put you in everyone’s good books.

If you’re doing regular maintenance on your appliances, you’ll know when their lifespan is coming to an end. This knowledge is actually a good thing, because it means that you caught the problem early! Now you have a head start, and can plan for a replacement before the appliance dies, disrupting lives of residents and pockets of the board. When you think about it, being proactive with maintenance actually makes your job easier in the long run!

Tip 2: Managing Condo Residents

People are people. That doesn’t change in condos. In fact, the nature of condo living can amplify social conflict situations! Just think about all the different kinds of ages and lifestyles living under the same roof. Whether it’s a noise complaint from a party, or an illegal pet “I know is living in 309!” – it’s your job to be the mediator. To be a successful mediator, you must be accessible to your residents and make them feel confident you can help them. If you are looking for a career in condo management, you want to have a good rep- so making your residents happy has to be a priority.

Keep in mind that when helping a resident with an issue, you should do it in a formal and documented way. For example, initiating a formal complaint system for your residents will instill confidence in them that you care.. Furthermore, when a complaint is documented into a record, your resident will have more faith that it will be addressed. Keeping a trail of your resident’s complaints will show that you are committed and organized. Plus, it will also help you keep track of what you are supposed to be doing. For good measure, create a log-book for yourself to keep track of your tasks off the formal complaint system. If you need tips on how to manage residents who repeatedly break the rules, check out this article!

Tip 3: Transparency

At the end of the day, one of the most important things is transparency. Keeping residents and the board in the loop about maintenance and repairs is a tell tale sign of a good condo manager. Being open about what’s going on behind the scenes gives everyone confidence in your abilities, and makes them more sympathetic to your needs, whether that be time or money. Being truthful and honest paints you in a positive light. Withholding and being defensive can have the opposite effect. Want to learn more about the benefits of transparency? Check out this great article from Forbes that discusses 5 things that happen when a leader is transparent. If you’re about to start a new project and are looking to build a team of skilled trades workers, check out our other article here.