09 Sep

10 Property/Facility Management Basics

1. Do what you say you will do and exceed customer (tenant and building owner) expectations. Procrastination and letting people down, causes more work in the long run.

2. If you are out of the office, say so on your voicemail or instruct those that answer your calls to let callers know when you will return. Create a list of key VIP building owners, tenants and leasing brokers so those calls and messages are directed to you as soon as possible.

3. Give an alternate human to contact if you are busy or away. People want the answer now! Do not make anyone wait. Use an online VoIP forwarding system to have the “follow me” service to your other offices, cell and mobile lines. Many voice mail systems have great features such as voice mail notification. Each time a voice mail is received, the system calls you on your cell phone.

4. Create an online permanent and on-going, F.A.Q. (Frequently Asked Questions) so the simple and most common questions can be answered immediately, with or without you! (Touch It Once)

5. Stay in front of your tenants. Host mini events as often as possible. For instance invite other businesses, community groups/organizations in your area or service vendors, to your location to educate and inform you, your tenants and your staff. This will keep you in the know and addresses a multitude of outreach goals you must keep up with.

6. Do a one page newsletter or blog on a regular schedule that keeps all clients, customers, staff and key vendors up to date on projects at your properties. Include a copy of this page in your monthly owner report so your Asset Manager or Building Owner see the day to day happenings as well.

7. Proofread. Double check. Do the math twice. Check your work, inspect the final product. It saves tons of time by eliminating the time it takes to unravel silly or careless mistakes.

8. Allow enough time to do projects well and defend your deadline or due date. Do not allow people to push you into accepting a deadline you cannot meet. Explain why you need more time upfront rather than agreeing to a date you cannot achieve. Quality is more important than bad quantity.

9. Think about the next guy to follow you. Document, document, document. Leave an excellent audit trail for the “next guy” to follow. Post-it notes work just fine as the most basic bread crumbs. Just leave something to point the way. We are an industry of change, and we need to embrace that eventual sale or transition.

10. Use your website to set up as many online intake forms and documents as possible. In other words, if you wish tenants to keep you informed when key contact information changes, set up an online form or a downloadable form so those important, but easy to execute tasks can be done with a free and simple form.

This list of basics came to mind because there is so much focus on doing things faster and more efficiently and with less people; but you cannot lose sight of the basics. No matter what the economy or the trends, the above 10 basics can make a difference in your time (property) management efforts. Best of all these 10 basics are FREE or very low cost solutions!

01 Jul

beta launch of trendycharts.com!

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July 1st,
is the
beta launch!

Stephan Wehner and I have created our first, team, web application. The entire process was developed as an intentional test of our ability to work as a team and collaborate and execute 1 single application in very short order.

We decided that if we were going to work together on the various Manager Labs projects, we needed to test the waters first. We both agreed that there was no other way to do it but to do a test of our team capabilities and our ability to “get the job done”. We are both very excited about tomorrow and are eager for visitor feedback on this project.

The story of trendycharts is simple and is based on the constant need I have observed for folks in the CRE and PM/FM industry to always want to know how many others are doing what and what were they using and who were they using and what do our clients, customers, tenants, colleagues, vendors, committees, boards, think of us? What does the outside world observe and can we influence how they perceive our company or marketing or curb appeal? This is the first Public beta for Manager Labs, so for us, this is big deal in that respect, however, it is not our main application. When contemplating what our mini-project would be, we figured that “the need to know” in our industry was critical now. If you are not checking the pulse of your clients, customers, tenants, vendors, there is no way you can know your future. We felt this mini-project would help us, as well as the entire industry. That is how the trend aspect came to me as well. If I know what you think today, can I influence that thinking? We knew there were many excellent poll and survey sites out there, but none of the sites we were aware of did recurring or interval polls and surveys. What is most interesting about trendycharts.com is how we will be able to monitor and watch for trends and see those trends change. Everybody know the pain of change. We hate change. It is so painful for us as PM/FM people to make a move until there is a trend towards it. Nobody wants to be 1st! This is how trendycharts.com was conceived. From concept we took it from there. I applaud Stephan and technical genius. I can also say I truly enjoyed the project and we hope all of you enjoy it too.

Please help share our excitement by answering a few polls and giving us your feedback. Thanks to all of you who have supported us during this time. During the beta we need the “eagle eyes”. Please share your thoughts about how you see trendycharts.com helping you in your business or if you have issues with its functionality, please let us know.


Also, please feel free to post trendycharts on your favorite social media sites or within your Yahoo, LinkedIn, IREM, CCIM, BOMA, etc. groups. We appreciate all of the momentum we can get. I am loving the various polls people are posting. Yes, already in a couple of days we have had some good ones!!

Have a safe, healthy and happy 4th of July.