1) The 30-minute monthly walkthrough
The fastest way to reduce surprises is a consistent monthly walkthrough. Keep it simple: take photos, note location + priority, and assign a due date.
- Exterior first: entrances, sidewalks, lighting, trash area.
- Then common areas: lobby, elevators, hallways, restrooms.
- Finish with safety: stairs/handrails, slip hazards, exit paths.
Tip: If you manage multiple sites, use the same checklist everywhere. Your vendors move faster when the format stays consistent.
2) High-risk areas that drive complaints
Most recurring issues come from the same zones. If you keep these clean and safe, complaints drop.
| Area | What to check | Recommended frequency |
|---|---|---|
| Entrances | Mats, salt residue, doors/glass, slip hazards, lighting | Weekly (daily in winter) |
| Restrooms | Odor, dispensers stocked, grout/edges, touchpoints | Daily / porter as needed |
| Floors | Traffic lanes, dull spots, corners/edges, trip transitions | Weekly + quarterly floor care |
| Parking lots | Potholes, striping, drains, snow stacking areas | Monthly + post-storm |
| Stairs/egress | Handrails, lighting, ice risk, signage | Monthly (more in winter) |
Need help keeping entrances “inspection-ready”? Pair janitorial services with seasonal floor care to prevent complaints and reduce slip risk.
3) A punch-list that contractors actually follow
A good punch-list is short, visual, and prioritized. Here’s the format that gets faster results:
- Photo + location: “Lobby — main entry — left corner”
- Priority: P1 (safety), P2 (tenant impact), P3 (cosmetic)
- Scope in one sentence: what “done” looks like
- Due date + access notes: who opens doors, quiet hours, etc.
4) Seasonal plan (the stuff that gets missed)
The difference between a smooth season and chaos is whether the seasonal items are scheduled (not remembered).
- Spring: power washing, landscaping refresh, parking lot cleanup
- Summer: exterior touch-ups, window visibility, deep cleaning rotations
- Fall: gutter cleaning, entry mat plan, winter prep
- Winter: snow removal triggers, de-icer plan, post-storm inspections
5) Vendor coordination (one point of contact)
Property managers win when vendors communicate clearly. The best setup is one accountable lead plus reliable trade partners.
- Single point of contact: one person owns scheduling + updates
- Simple reporting: photos, what was done, what’s next
- Licensed trades: when electrical/plumbing/HVAC is needed, we coordinate qualified licensed contractors so your project stays compliant
FAQ
How often should property managers do a site walkthrough?
A quick walkthrough monthly is a strong baseline. For high-traffic sites, add weekly mini-checks for entrances, restrooms, and safety items—especially in winter.
What should be included in a maintenance punch-list?
Photo + exact location, a one-sentence scope, priority level (safety vs cosmetic), due date, and access notes. Keep it consistent across all sites so vendors move faster.
How do we reduce slip-and-fall risk during MA/CT winters?
Set clear snow triggers, keep ADA routes prioritized, use the right de-icer for the surface, and schedule post-storm inspections to catch refreeze areas like drains and shaded walks.
Do you handle electrical, plumbing, or HVAC work?
When licensed trade work is required, we coordinate qualified licensed and insured contractors and manage the project so timelines, communication, and compliance stay on track.