Darren Bagnall of Manage Your Block looks at how Manage Your Block software can help support communal maintenance.
Managing a building’s communal areas, lifts, gates and lighting can become very complicated if you’re not using the right tools to support you. Compliance is an absolute must, but no one would be able to handle all those due dates, requirements and plans by memory or by using a paper diary.
Manage Your Block has a wealth of features designed to support you. Here we’ll be detailing how those features can be utilised to make sure you’re meeting your responsibilities when it comes to your communal areas and facilities.
Calendar and Diary Reminders
You and your team have constant access to the Manage Your Block calendar where you can enter keys dates for your block. You can schedule in your Health & Safety, Fire and Lift inspections, service charge reminders and insurance renewals as well as setting reminders to alert you when things are due.
You can also note when garden maintenance will be happening, cleaning staff will be on site, team birthdays, resident events… the list is endless. It can all go in one place with reminders set so you can relax in the knowledge that your mental to-do list is no longer needed.
Documents and Notes
Once you’ve carried out the necessary inspections and have ensured the suggested maintenance has been carried out, those reports can all be saved within Manage Your Block. You can also save leases, financial records, evacuation procedures, meeting minutes etc- no more searching through files or piles of paper.
You can also add your own notes to the system to detail any important information that other directors or future managers of your block may need.
All the documents and notes will be accessible anywhere and anytime as the system is cloud based.
Contractors and Quotes
If you identify issues with your communal areas, lift, gates or lighting, you need to know who to call. We have a wealth of recommended suppliers detailed via Block In A Box. Once you’ve chosen the right person for the job, you can save all of their contact information under the Contractors section within Manage Your Block. Once their information is stored, you can request quotes and send works orders straight from Manage Your Block.
Contacts and Alerts
When things go wrong within your block, communication with your residents is key. You can store all your residents’ contact details within Manage Your Block and then use our Alerts function to make everyone aware of issues or works being carried out, all in one go.
If you have scheduled maintenance coming up, let them know. If the lift has broken down, let they know and inform them of the plan to fix it. If a resident reports that an external light is out or that some cleaning is needed in the hallway, you can let all your residents know that the issue is known and will be dealt with.
This can save you so much time and stress as you won’t have to deal with multiple reports for the same issue or angry residents who have been inconvenienced without notice.
These are just some of the ways Manage Your Block can be used to support you in the complex role of managing a block. For more information about the system, head to our website where you can request a free demonstration or 7-day trial to experience the software first-hand.
Manage Your Block aren’t here to tell you how to run your block of flats, but we can provide you with highly specialised software to make the management of your block much easier. Call us for more details on 0333 577 9070 or email info@manageyourblock.co.uk.