Conducting routine site inspections is not simply good practice; it’s a powerful tool for maintaining the health of your properties, fostering positive tenant relationships, and ensuring compliance with regulations. There are tremendous benefits to routine inspections.
How Often Should Routine Inspections Be Done?
Regular site inspections should occur, at minimum, twice a month. Some companies choose to do quarterly or semi-annual inspections.
But potholes and cracks in the asphalt can develop and worsen rapidly without attention. Bird nests can appear in a day, stuffed under soffits or in light fixtures causing electrical problems and ruining aesthetics. Weeds can grow out of control if not monitored and one poorly serviced snowfall can cause countless liability claims. A single inspection every three months is not enough to oversee the needs of the property and the Tenants.
Metro Commercial is not satisfied with the status quo. We want your asset to thrive. Our twice monthly site inspections allow us to properly oversee and maintain your asset, making it more valuable through our attentiveness and dedication.
Building Rapport with Tenants
Routine site visits are more than just property checks. They are opportunities to build rapport with tenants. By showing genuine interest in their well-being and addressing any concerns promptly, property managers foster trust and satisfaction.
It’s hard to build rapport if these Tenant meetings take place only a few times a year. Metro Commercial believes in building friendly, professional relationships with our Tenants, relationships made possible because of our twice monthly site visits. Our Tenants know our faces and our names!
Regular interactions during inspections create a positive landlord-tenant relationship, leading to better tenant retention, and lease compliance.
Routine Site Visits and Their Impact on Collections and Lease Compliance
The rapport these site visits build through frequent Tenant interaction paves the way for more effective conversations with Tenants that otherwise would be difficult. Lease charges can be reviewed in person, rent collections can be discussed. The Property Manager can make sure the Tenant is fulfilling their obligation to maintain the HVAC, cleaning their grease trap, servicing their Ansul hood, and providing their insurance certificates.
Monitoring Tenant Health, Volume, and Traffic
Tenant Health:
Inspections allow property managers to assess the quality of the Tenants and the strength of their business. Regular visits can identify when a Tenant is struggling and provide background on future occupancy.
Volume and Traffic:
For commercial properties, inspections help monitor foot traffic, wear and tear, and overall usage. By assessing areas like parking lots, common spaces, and entrances, property managers can plan maintenance, upgrades, or repairs to keep the property in top shape.
Well-maintained properties ensure high Tenant occupancy and higher property values.
Checking Service Contracts
We work with qualified subcontractors to maintain your properties. Our routine site inspections allow us to verify that Vendors are doing what they’re contracted to do. The work of landscapers, plumbers, painters, carpenters, contractors, HVAC companies, and janitorial staff can be evaluated during our frequent visits.
Because we take the time to visit the property frequently, we can monitor the progress and speed of ongoing projects ensuring that they are completed by the assigned deadline.
Planning for Future Improvements
Knowing and understanding a property is the best way to plan for future improvements.
Metro Commercial understands that the greatest ROI results from extensive understanding of your assets gained through our routine, twice-monthly onsite inspections. Because of our close association with the assets we manage, we can effectively plan for profitable improvements in the future through five-year and ten-year forecasts.
What Should Inspections Include?
During routine inspections, property managers should cover the following areas:
- Maintenance Issues:
- Identify minor repairs needed (e.g., cracked concrete, stained ceiling tiles) before they become major problems.
- Safety and Compliance:
- Check fire alarms, fire extinguishers, and other safety equipment.
- Verify compliance with building codes and health regulations.
- Property Value:
- Assess overall property condition to maintain or enhance its value.
- Tenant Satisfaction:
- Address Tenant concerns promptly to ensure satisfaction.
- Photos and Documentation:
- Document findings with photos and detailed notes.
- Recommendations:
- Suggest corrective actions or improvements based on observations.
Metro Commercial puts the PROPER into Property Management
Routine site inspections are not just administrative tasks—they are vital tools for effective property management and a way to develop productive, mutually advantageous relationships with Tenants. By prioritizing inspections, landlords create a safer, more pleasant environment for Tenants while safeguarding their investment.
Give us a call.