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Maintenance receipt format for Supervision

good morning good afternoon or good evening this is property management 101 and for today's video I'm going to be sharing with you five metrics that every maintenance supervisor should be tracking this video will apply best to anyone that's in charge of Maintenance at your Properties or your portfolios and regardless of the side of the industry you work in whether it be single family homes whether it be multif family family regardless if it's student or conventional these practices will apply regardless of the demographic or asset type I'm going to be discussing five metrics with you today that I would recommend every maintenance supervisor is aware of and is working on but there are going to be a lot of other metrics that may be important to your company and you as the supervisor as the maintenance supervisor of that particular property also keep in mind every company may have a slightly different title for maintenance supervisor maybe it's maintenance director maybe it's regional maintenance director there could be area maintenance director so regardless of the title or the company that you work for and these are five metrics that I'm going to be sharing with you that everyone that's in charge of Maintenance should be aware of and should be tracking number one work order turnaround time what is your average turnaround time for all of your work orders that completed at your property is that number within the expectations that your company has for that particular metric is this a number that could be improved upon at all maybe it's a situation where it is within that company's expectations it is within a reasonable time frame but maybe it's still a metric that you believe that could be improved on by maybe a day or two you also want to be aware of what reports in your software that your company uses at that particular property actually tracks this number so you and others can easily pull that number and then you're all working off the same metric as far as how that's collected another thing that's going to be really important for you to determine as the maintenance supervisor is how this information is collected and how it's compiled for example if someone submits a work order and that work order is completed same day so maybe for example it's submitted at 10:00 a.m. but that work order is actually closed out and completed at 2:00 will your software recognize that as one or recognize that as zero this is important to know as you're tracking this metric as far as how is that combined and how is that number that's provided As the metric is put together the second metric that you should be tracking is a maintenance supervisor is the number of available units now depending on your software and depending on your company this could be a situation where you may want to break this up into two separate metrics so for a lot of softwares out there all the ones I've actually personally worked with one of the things when you pull up a report that's listing available units it's going to look at any available unit that available to rent so this includes all notice units and includes all vacant units so knowing the number of available units will be really important for you as a maintenance supervisor this will will help you determine what units that you can perform make readies on and then you have upcoming to perform make readies on for any vacant units have we walked these units for damages and have we walked these units to determine what supplies will need and or what vendors will need to turn this unit and to make ready condition once we've walked the unit to determine some of those things have we provided the office and the leasing team an expected Make Ready date for this particular unit you don't want to necessarily just go off what you default or what your averages some units can take longer some units can take shorter and you want to give the office the best expectation that they have where you could have a potential move in as this unit's being worked on and there's things being done in the unit is there any point during the process that you need to update the office as far as if that make ready date has changed maybe you have to move it up or it's going to be available and done earlier than expected or maybe you have to move it back as this may be a situation it's taking longer than you expected so it's really important that you're managing your vacant units within your available units as a maintenance supervisor also keep in mind you want to make sure you're managing your notice units so these are going to be units that are on notice scheduled to move out in the near future but not yet necessarily vacant as a maintenance team is your staff ready for this move out have we a lot of time to walk the unit have we a lot of time to turn the unit once it is vacant do we need to order any particular supplies for this given unit maybe for example this floor plan has a particular air filter size that's needed and do we have enough of that air filter filter size so once a unit becomes vacant we're able to quickly turn that unit or is a situation we may need to order certain supplies because we're out or we're low in stock of those particular items are any of these notice units that you know for certain that will require vendors to do and perform some of the work that's need in those units maybe it's a unit that's receiving an upgrade maybe it's a unit that you know of personally that hey we're going to have to provide a full paint in this unit so there could be situations where you know for certain that you'll require a outside vendor and if that's the case have we scheduled that outside vendor have we given that vendor a heads up that hey we're going to have a three-bedroom coming online and this is what it's going to need if not you really want to do this before the unit becomes vacant so you can give that vendor plenty of notice and you can get on their schedule also keep in mind if your company performs or requires as a staff you perform pre-move out inspection providing the tenant with some tips and tricks of things you see that they could address before they move out and also as a staff collect some information of what that unit may need this is something you're going want to schedule and perform before that unit becomes available as well if you're enjoying this video and you're learning something new please don't forget to like subscribe and turn on notifications for future videos and the third metric that you want to track as a maintenance supervisor is Make Ready turn around time now this metric is going to be very similar to the Past metric that I just spoke about that one is knowing the number of units that are unnotice and that are vacant and what stage is your team in when it comes to the progress of those this one is more about what's the typical turnaround time and knowing that information when it comes to making a unit ready for a potential move it once you've determined what that average turnaround time is for any unit that needs to be made ready these are some of the things I would be asking yourself to ensure that you're constantly in position to improve and maintain this strong number number one is this a situation where that number is within the company standard number two is it a situation you think you can improve this number even by a day or two number three what report in your soft actually tracks this information number four how's this information put together does it count the day the unit was put vacant in the system or does it count the very next day as that is the first full day does it count business days does it count weekends how's this information compounded and put together when it determines what your average turnaround time of a Make Ready is knowing how your software tracks this information and knowing what reports that pull and collect and track this information in your software will be really important for you as a supervisor so you can truly compare apples to apples the fourth metric that you're going to want to track as a maintenance supervisor is your labor how you manage your team's hours will be super important to ensure that you're consistently able to stay within your budget if you have staff that is consistently hitting overtime why is this something to be offset by a different line item what if your staff have scheduled PTO coming up do we have proper coverage during that time do we have a situation where maybe there's overlapping PTO that are scheduled have we scheduled for that maybe during this time we want to all lot for a little bit more vendor usage or maybe a little bit more overtime has that been considered do you have any staff that you know that they voice to you that hey I'm going to be taking some PTO in the future but that's not yet submitted do you have any staff that's maybe close to hitting their PTO for the year just touching base with them to let them know that they're close to hitting their limit in their PTO or on the other end of the spectrum where you have a staff member that may not have taken any PTO yet or scheduled any PTO so these are some things that are really important to check in with your staff's PTO as well another thing when it comes to your labor cost is you want to determine and review your time sheets on a consistent basis do you have any staff members that are consistently late do you have any staff members that are consistently leaving early do you have any staff members that are not consistently working their full scheduled time so for example this could impact you their benefits from a negative aspect so this is why it's really important that you want to make sure they're eligible for their benefits but you also want to make sure that they're scheduling and working and starting and ending at the time that is scheduled to so everyone's on the same page when it comes to that expectation and the fifth metric that you want to track as a maintenance supervisor is vendor expense knowing your vendor's expenses each month will be super important for you to ensure that you're always staying within your budget if it is a situation that you're closely monitoring your vendor expense and it is a situation you're on track or maybe already over that month when it comes to what was allotted in your budget for vendor expense then you will at least have time to to help offset that extra expense in your vendor cost with something else potentially if this is something you're not monitoring you're not going to have that opportunity to help offset this additional expense if it is something that can't be avoided as well this is where you really want to make sure you collect your facts so that as your property manager or as your Regional or as maybe ownership ask questions about this you can provide those answers very quickly another aspect that you want to review when it comes to your vendor expense is your vendors charging you what you agreed upon before they start working on that particular job at your property you want to make sure they're not overcharging you for anything that's agreed upon you want to make sure you've collected all invoices for any work that's been done so this is going to be important as well when you're monitoring managing that vendor expense this also helps you allow to catch missing invoices too often I've seen where maybe we get a last minute invoice for something we knew that the work was done but we didn't receive the invoice this is going to be an important dynamic as well is that we're collecting invoices for any work that's being done so we can accurately forecast where we're at and where we're going to be at from a budget perspective if you have a vendor that you know has outstanding work maybe you budget for it every month maybe it's a landscaping company and you haven't received the invoice yet and you see that maybe you're $5,000 under and you you budget $5,000 a month from a landscaping expense you should be able to easily catch this and address that with the landscaper hey I've not received your invoice the work has not been done and this is another great way to make sure that any work that's needed to be done is done by monitoring your vendor expenses and for a video recap today keep in mind these five metrics as a maintenance supervisor to ensure your position your asset or portfolio and the best position possible number one you really want to make sure you're aware of the work order turnaround time this is going to be important for your teams to constantly keep that number low keep resident satisfaction High number two you want to make sure you're monitoring the number of available units this will give your team and yourself a good idea of what needs to be turned and what's going to be needed to be turned in the near future the next metc you want to make sure you're always monitoring is Make Ready turnaround time what's the average days that it takes for your team to turn a unit is it within company standards is it not is it a number you can improve so these are the questions you want to make sure that you're aware of when it comes to this particular metric the fourth metric you should be tracking as a maintenance supervisor is your labor have you Monitor and managed your employees time sheets have you Monitor and managed your PTO request have you monitored and managed your overtime for your staff this is going to be an important dynamic as well that you have a good grip on when it comes to this particular metc and last but not least vendor expense so this will allow you to know if you are missing invoices if you have missing work that needs to be done monitor your vendor expenses is going to be really important for you as a maintenance supervisor to ensure you're staying within budget if you enjoyed this video and you learned something new please don't forget to like subscribe and turn on notifications for future videos before putting any of these practices into place please watch our updated disclosure video as well as our updated why we do this this video which is the channel SW and I'll be providing a link to both of those in the video description and to stay on top of industry news polls and video releases please feel free to connect with our LinkedIn and our Instagram page if you have any questions about this video or any of our videos feel free to leave a comment I'll be happy to address it for you happy Leasing he