Mastering the Art of Facilities Maintenance

managing time and resources effectively

Managing work orders and work flow

Managing workflow, documenting work, and providing for compliance with record keeping can be a tough tract to manage when spring and summer work picks up. Maintenance technicians can be overwhelmed and can handle as many as 60-70 work orders in a single day. How do you manage all of these work orders?

My thoughts go back to property managers scribbling addresses on a post-it note, or concierge desk attendants handing “while you were out” notes to maintenance technicians. The tech then proceeds to put the note in their shirt-pocket and then realizes days later that they forgot the call…

The best way to handle a work-order system with maintenance techs is to provide a written work order.  A written work order program can also include the following:

  1. maintenance request forms
  2. door hangers
  3. work orders
  4. make-ready boards

Tenants and customers can fill out a form to make a maintenance request (they can be placed in the lobby, at a concierge desk, or at the property manager’s office) and then the actual work order can be assigned to the maintenance tech. The tech should always leave behind a document that tells a tenant or owner that a tech was in their unit, and door hangers can be used to notify pending work, that a tech is currently in the unit, or that a tech visited earlier.

Finally, in managing workflow, tracking and make-ready boards can be used for punch-out tracking ,special products and for assigning tasks with multiple technicians and vendors.

John Tindale and Maintenance Mastery were not compensated for mentioning Great American Property Management Products.

April 1, 2010 Posted by | buildouts & remodeling, facilities maintenance, organization, safety, tools | , , , | 3 Comments

Holiday Safety This Week

As the maintenance technician at your facility, it’s your job to make sure that the building is still safe despite all the mistletoe, candles, lights, and trimmings that are scattered throughout the building. You don’t need to go around yanking people decorations out of their cubicles, but there are a few things you need to be watching:

1. Extension Cords can be a hazard in a number of ways. improperly grounded cords can fault and cause fires, overloaded circuits can cause fires as well, and an easy one to miss is that they can be a trip hazard. Loan someone some tape or carry around a few extra wire ties so that you can make sure that cords and excess wires are tucked away nicely and free of hazards. If you need to, put a surge protector in, then you know if it overloads, you’ll trip instead of arcing.

2. Flammable Materials can really cause a problem because they look so nice and usually get put right next to sources of heat and open flame- you know, things like paper table cloths, ribbons, bows, wrapping paper, etc. Just make sure you know where the nearest fire extinguisher is before the office gift exchange occurs.  Also, another good idea is to spray the office Christmas tree and the surrounding tree skirt down with a product that acts as a flame retardant.

3. Food & Drink can be plentiful this time of year, but choking in the office or workplace can have a tendency to happen more easily because people tend to try to eat while standing, working, talking etc. and pay less attention to what and how they are eating. If you don’t know first aid for choking, burns, and finger cuts, identify someone in the workplace who does and ask them to be on hand to provide first aid in the event of an emergency.  Also, it would be a good idea to get the number of a local cab company and post their number around the office just in case someone has a few too many cocktails at the company party.

Finally, walk the building before you leave at the end of the day, and remind everyone to turn off the lights in their decorations before they go home in the evening. The holidays can be a fun time, but they can also be a stressful time for you and everyone else at work. Be pleasant, don’t act like the Grinch safety police, but be mindful and follow these tips to ensure that your facility and the peoplein it on a daily basis are safe and not put in harm’s way because of an unsafe occurance during the holiday season.

December 21, 2008 Posted by | facilities maintenance, safety | , , , , , , , , , , | 1 Comment