How to Create a Preventive Maintenance Program for Property Managers

1. Define the Program Objectives

• Safety: Avoid hazardous situations for residents and visitors.
• Efficiency: Reduce the costs of extraordinary maintenance.
• Value Preservation: Maintain or increase the property’s value.
• Regulatory Compliance: Ensure the building adheres to current legal standards.

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2. Identify the Components to Maintain

Conduct a detailed analysis of the property’s elements:

• Technical systems: Elevators, heating, plumbing, electrical.
• Structures: Facades, roofs, terraces, stairs, parking lots.
• Common areas: Gardens, lighting, entrance doors.
• Safety systems: Fire prevention, alarms, video surveillance.
• Services: Cleaning, waste management.

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3. Create a Maintenance Calendar

• Inspection frequencies:
  • Monthly: Stair cleaning, checking communal lighting.
  • Quarterly: Elevator maintenance, heating system checks.
  • Semiannual: Roof inspections, fire prevention system checks.
  • Annual: Structural inspections, plumbing, and electrical reviews.
• Seasonal periods: Schedule inspections before peak usage periods (e.g., summer for air conditioning, winter for heating).

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4. Develop a Checklist

For each activity, specify:

• Description: What to check or repair.
• Method: Procedures or tools to use.
• Responsible party: Professional or company in charge.
• Documentation: Record for logging the intervention.

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5. Digitize the Program

Use software like Gemini Smart to manage activities:

• Schedule interventions.
• Archive documentation (reports, invoices).
• Generate automatic notifications for deadlines.
• Communicate with tenants and suppliers via app or SMS.

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6. Define the Budget and Cost Allocation

• Cost estimation: Based on supplier quotes.
• Allocation: According to the building’s ownership shares or condominium rules.
• Maintenance fund: Create a dedicated fund for unforeseen expenses.

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7. Involve the Tenants

• Condominium meetings: Present the program.
• Document sharing: Provide access to the detailed plan through online portals or dedicated software.
• Feedback: Collect opinions to improve the plan.

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8. Monitor and Update the Plan

• Periodic evaluation: Analyze the effectiveness of activities.
• Annual review: Update the program according to the condominium’s needs and regulatory changes.

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Tools and Resources

• Software: Gemini Smart for digital property management.
• Maintenance contracts: Establish clear agreements with suppliers and technicians.
• Regulatory documentation: Keep legal references up to date.

By following these steps, you can create an efficient, proactive, and well-structured preventive maintenance program for condominiums.

Gemini Smart is an ideal tool for managing all the operations involved in creating a preventive maintenance program for property managers. With its advanced features, it simplifies and streamlines every phase of the process, making it more efficient and digital.

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How Gemini Smart Supports Preventive Maintenance Operations

1. Activity Scheduling
   • Maintenance calendar creation: Plan recurring tasks (monthly, quarterly, annually) and extraordinary activities.
   • Automatic notifications: Receive reminders about maintenance deadlines or scheduled interventions.
   • Priority management: Assign urgency levels to tasks to optimize time and resources.
2. Documentation Management
   • Digital archiving: Store contracts, intervention reports, invoices, and compliance certificates in a secure cloud space.
   • Maintenance history: Access a complete log of maintenance operations for each building, useful for audits or disputes.
3. Communication with Tenants and Suppliers
   • Targeted communications: Send personalized notifications to tenants via app, email, or SMS (thanks to Twilio integration).
   • Supplier management: Track contracts, performance, and feedback on technicians and service providers.
4. Cost Allocation
   • Automatic calculations: Distribute maintenance costs based on ownership shares or condominium rules.
   • Transparency: Share detailed breakdowns of costs with tenants through a dedicated portal.
5. Monitoring and Updates
   • Interactive dashboard: Monitor the status of scheduled activities in real-time.
   • Reporting: Generate detailed reports on the effectiveness of interventions and cost optimization.
   • Flexible updates: Easily adjust the maintenance plan to accommodate new condominium needs or regulatory changes.
6. Regulatory Support
   • Legal compliance: Helps monitor the adherence of systems and structures to current regulations.
   • Certification reminders: Notifies you of upcoming deadlines for mandatory inspections (e.g., fire prevention, elevators).

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Why Choose Gemini Smart

• Intuitive and user-friendly: Perfect for property managers with varying technical needs.
• Cloud-based: Accessible from any device, without requiring complex installations.
• Integrable: Can connect with other tools already in use, such as payment or accounting systems.
• Scalable: Suitable for managing small condominiums as well as large residential complexes.

With Gemini Smart, all the operations necessary for a preventive maintenance program can be managed centrally, reducing errors, improving efficiency, and ensuring clear and transparent communication with all stakeholders.