The Property Management Headache

• Withholding keys for access

  this is probably the number one frustration as the operative has to buzz residents doors until they find someone who is in and who will allow access which annoys the tenants especially if they are a night worker trying to sleep and if there is no one in then the work cannot be carried out on the scheduled visit.

• Address and block numbers

  not providing the full post code or all the blocks to be included in the contract can cause confusion especially if there are blocks that have been missed when works are started.

• Expectations of the contract

  the client sometimes has a different understanding of what has been agreed in the tender specification and expects work to be completed which is not specified. If these are minor requests, they can be incorporated within the financial restraints of the contract but otherwise it is problematic to manage the expectations of the tenants who ultimately want the extra works completed.

• Redecorations/major works
  
  all blocks have to be redecorated or have repairs some time.   Unfortunately this involves a lot of ‘builders’ dust and dirt being spread around.  It does not matter how good the cleaning is when these works are ongoing - within a few hours the property is dirty again. Although, sometimes  the site foreman refuses access to the site due to health and safety, and the maintenance that you have been instructed to complete cannot be done.

There are many areas of a building that if ignored during the design process are a headache for contractors later. The following frequently cause problems and attract complaints from tenants; problems as they may not realise the issues.

1. Very high/poorly positioned light fittings – even when using long life bulbs, these need to be changed eventually and considering health and safety factors some lights bulbs can be impossible to access to change.
2. No plug points – in a small building a portable generator can be used, but these have to be left outside due to the fumes.  In a large/tall building even the longest of extension leads will not cover the whole building, so the vacuuming can not be done.
3. Window balconies – these make cleaning windows extremely difficult. With the HSE’s recommendations to use water fed pole systems, windows become inaccessible unless the tenant will allow access via their apartment providing the tenant is in of course.
4. Photo sensors – these control the external lights.  If they have been positioned too high up or in a location that is not easily accessible, it is difficult to check that all the light bulbs are working by placing a cover over the sensor.
5. Timer switches – these control the internal lights and trades buttons and occasionally external lights.  Sometimes, they are hidden, the controls are not always easy to understand and are in cupboards without a lock which invites some tenants to change the settings incorrectly.
6. Internal decorating – washable paint should be used and carpeting should be hard wearing with a colour that will not show every blemish. The property could be spotlessly clean but the marks on walls and carpets give the impression that it is not.
7. Planting – most new properties have young shrubs/trees planted and to make an impression there are normally too many planted in a small area or in the wrong places. Many can die or will grow too big for the area after a few seasons causing extra maintenance.
8. Taps – it is understandable that due to water metering designers rarely place taps in the gardens of new builds, but this makes it difficult to pressure wash the paths/car park at a later date. Also, new planting/turfing must be watered regularly.
9. Bin areas – frequently, there are not enough bins for the size of the property which creates significant mess especially when tenants first occupy the development and leave packaging outside which dustmen will not remove.