Tag Archives: multifamily

How to Increase Your Maintenance Staffs Performance

It is no surprise that over the last 14 months, operations within the multifamily industry have changed. New practices have been implemented. New cleaning standards have been set. And, above all, managers have had to ask their teams to adopt next-level standards. While these changes were necessary, the pressure of keeping properties and residents safe has increased. Adding more responsibility to the essential staff who have continued to keep up day-to-day operations.

Maintenance teams are at the heart of what keeps properties alive. They also carry the heaviest weight brought on by this pandemic. They take care of the systems and aesthetics of your property. They tend to the leaks, the breaks, the wear, and the tears. And, most importantly, they ultimately keep residents happy with their living conditions. 

Maintenance work is not for the weak. One of the greatest of these challenges lies in boosting productivity and performance. How do we increase performance when this issue has been alive and well since long before the pandemic? The answers may not be as complicated as they seem.

Streamlining Procedures

CRM technology is an excellent solution for streamlining your operations, offering endless benefits. Just imagine being able to customize workflows, easily managing your team and their day-to-day tasks. And the best part? This can be done through a contactless approach. From a maintenance standpoint, tracking work orders has never been easier. 

Additionally, reworking your mobile communications will save time and vastly increase efficiency. Having access to scheduled tasks will help your maintenance team stay on track.  They will also have the ability to easily enter notes and submit further requests as needed. Preventative maintenance reminders can also be added, cutting down on both costs and emergency calls. 

Offer Schedule Flexibility

The work environment is one difficulty essential workers have experienced during the pandemic. As others have moved into more flexible and even remote positions, the maintenance staff has not had the same benefit. Studies have shown positive changes in employee morale as the work-life balance has shifted. While remote work isn’t an option for some, flexible benefits can be experienced by all employees.

As mentioned earlier, utilizing new technology-adapted procedures can help tremendously. Giving your maintenance staff a clearer picture of what their day looks like goes a long way. Experienced staff already know how long a given task should take them. Because of this, allowing them the flexibility to schedule their day can make a world of difference. Some employees may prefer starting earlier in the day, focusing on HVAC preventive maintenance. Others may prefer taking a later shift to help cover resident requests. The key is to communicate their needs while balancing what tasks need attention.

Active Listening

No one knows what improvements can be made better than those who are doing the work. Keep an open-door policy to any suggestions or ideas your employees have to offer. Listen to their concerns. Talk about what may not be working and why. Include your maintenance in the decision-making process. Having a voice and the ability to take part in future changes and improvements will open the door to higher performance going forward.

Positive Reinforcement

Mental health has been a hot topic as the world has turned upside down. In this new world, negativity and fear are seen on every corner. You can counteract this by being sure to offer positive feedback for what your team is doing right. Consider offering a reward system for individuals with the highest resident satisfaction. You could even involve the whole team, offering rewards when work orders do not fall behind. Get creative, and do your best to create the most uplifting environment possible. After all, these are the men and women who have the most impact on your communities. 


Your maintenance staff is one of the most important components of your multifamily community. Taking the time to evaluate performance and productivity will have a lasting effect on your business. Clear communications and procedures will be essential for moving forward into these new times and will ultimately increase performance.

Hiring the right fit can be a struggle, even when you’re implementing all the right tactics. Hire Priority understands this and can reduce the stress in your hiring process. We strive to provide you with the right team members for long-term relationships. Want to learn more? Check us out now!

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Being Understaffed Could Be Costing You Money

Since the start of the pandemic, the workforce has changed drastically. Layoffs have become “the norm,” and furlough is now a term that everyone is familiar with. Difficult decisions were made, and cutting back on payroll costs was an obvious solution. But even as the workforce returns, things are not the same way they were before. Texas’s unemployment rate is still nearly double what it was pre-pandemic.

While your business may not be operating as it once was, it is important to analyze the effects of those tough decisions. What can you do to ensure the health of your business? While layoffs may have helped you through these difficult times, being understaffed is very likely costing you money. 

The Hidden Costs of Being Understaffed

It is a well-known fact that having too many employees directly affects profitability. On the flip side, having too few may be even more damaging to your company. Keeping payroll costs down is often one of the main reasons for keeping a small staff. But oftentimes companies don’t see how these decisions are hurting them in the long run. Let’s talk about some of the hidden costs that come from being understaffed that you may not have thought of.

Employee Stress

Studies have shown that stress has a direct effect on the health of individuals. Changes such as staff reduction or increase in business will add to the workload of your employees, plain and simple. When an employee’s workload increases, productivity, and attendance are both affected. Frequent absenteeism can ultimately hurt the day-to-day operations of any business, no matter the cause. 

High Turnover

Hiring an employee is a long-term investment. Having experienced employees who are able to keep your company running with little oversight, is worth the time and money. Offering overtime to existing employees is a great solution when you need extra help. Unfortunately, this short-term solution loses its appeal when an employee is overworked.

Hiring someone for an entry-level position costs an estimated 30-50% of a traditional annual salary. Replacing higher-level management is estimated to cost close to 400%. When you look at overtime costs and potential burnout, it’s worth it in the long run to hire extra help. By investing in long-term employee satisfaction, you can avoid paying increased payroll costs in the future.


The multifamily industry in particular values quality of service above many other industries. Customer satisfaction is a must for avoiding high rental turnover. Just as employee turnover is costly, having too many vacancies is a loss you can’t afford. When your team is overworked, the focus shifts to getting the work done rather than doing it well. Scheduled appointments get missed, jobs are rushed, and the quality of living for your residents can decrease. Quality is important for both office and maintenance staff, and it’s vital to your success.

Tips for Cutting Costs

The pandemic hit companies hard, and not everyone is in the clear yet. We understand this. Don’t risk the costs that go hand in hand with being understaffed. Here are some strategies for cutting other operating costs within your multifamily buildings:

Become Water Efficient

The water bill is one of the most costly utilities within multifamily communities. Making some updates can significantly cut these costs in the long run. Is maintaining a healthy landscape something you deal with? Try swapping out your current greenery with more water-friendly options. If it’s been years since you’ve updated your plumbing, look into high-efficiency fixtures. Analyzing your bill and looking into more cost-effective options will save you a lot of money in the long run. 

Going Green

Going green doesn’t only apply to office supplies and recycling. Making some simple updates can make a huge difference on your utility bills. If you’re still using regular light bulbs, try updating to more efficient LED bulbs. You can also use energy-efficient appliances, and look into other clean energy-producing products. Additionally, going green is not only good for the environment, but it will help your brand as well.

Preventative Maintenance

Keeping up with regular maintenance is a major money-saver when compared to costly repairs. Create a maintenance checklist and stick to it. This can include HVAC filter replacement, patching cracks in drywall, and flushing water heaters. Preventing costly repairs isn’t the only benefit of regular preventative maintenance. It will also ensure that your building is functioning at its prime, resulting in residents who are happy in their homes.


As we move further out of the unimaginable, it allows us an opportunity to focus again on the big picture. If there is any lesson that we can learn from this, it is to be prepared for anything. There are steps you can take to ensure your operations are geared towards sustainability and endurance. Keeping a happy and efficient staff is key. They are your team, and they will help carry you just as you help carry them.  

Worried your community may be understaffed? Hire Priority is here to help. As specialists in the multifamily industry, we have helped hundreds of central Texas properties with their staffing needs. With our prescreening and training options for candidates, we can help you build the long-lasting team you’re looking for.

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Staying Connected in a Remote Environment

Roughly one year ago, companies across the globe were forced to accept and implement work-from-home strategies. Today, remote work is expected to continue despite the huge strides that have been made in tackling the pandemic. Prior to COVID-19, remote work had already seen a steady increase with an estimated 4.7 million people already in some sort of at-home work environment.

Due to the pandemic, roughly 56.8% of workers will remain in a work-from-home arrangement throughout 2021. With better work and home life balances and reduction of overhead costs, companies plan to continue these remote solutions. It is anticipated that 36.2 million Americans will remain in remote situations through 2025.

This, however, leads us to the burning question: How best to stay connected while working remotely?

By now, most of us are familiar with online messaging services like Slack, Microsoft Teams, GroupMe, and Google Hangouts. And let’s not forget to mention the immediate popularity of Zoom Video Chats. These all offer wonderful solutions, but they are not one-size-fits-all options. In face-forward industries like multifamily, it can be difficult to come up with creative alternatives for staying connected. Not only for your teams, but for your communities too.  First, let’s take a look at the operational side of things.

Tips for Keeping Your Multifamily Professionals Engaged

Make Video Interactions Mandatory

This one may seem a bit obvious. But, you would be surprised at how many people will do just about ANYTHING to avoid being on video. Unfortunately, in today’s world, this simply isn’t an option. Face-to-face conversations are key in business. Video offers interaction in a world where our time together is limited. Genuinely healthy face-to-face connection simply doesn’t exist through other forms of remote communication.

Assign Visibility Buddies

It is easy to get lost in your own world while working from home. For many people, the hardest part is the fact that you experience very little encouragement or interaction with others. It has been found that when team members are paired up, great things can happen. When linking arms with one another and cheering each other on, support and encouragement can be more easily achieved. It can sometimes feel like bragging when you share your accomplishments in a group environment. But, through one-on-one relationships, that dynamic can change entirely. Studies have found that continuous positive reinforcement is a highly beneficial practice.

Company Contests and Challenges

Over the last year or so, virtual socialization has become more widely accepted. But who says this practice has to be limited to social circles? Aside from obvious happy hours or lunch meet-ups, employers can create fun contests and challenges to keep employees engaged. Contest ideas can include “best ugly holiday sweater”, “best  costume,” and even “funniest pet or child moments while working from home,” or “most creative work from home set up.” Health and fitness challenges have also gained popularity in recent years, and have only increased in popularity throughout the pandemic. Keeping your office staff feeling like a team is imperative to keeping remote atmospheres positive and successful.

Now it’s time to talk about a completely different level of issues that have impacted the multifamily industry: Staying connected with your residents.

Ideas For Keeping Communities Engaged

Create a Social Media Page or Online Chat Board

Providing a safe space for residents to interact is a wonderful way to keep neighbors connected. It also helps keep them up-to-date on the latest happenings within their community. It offers a great place for management to advertise events, notify residents of community-wide maintenance, and to post important announcements. Conducting polls is another great way for residents to offer input and answer questions you may have for your community. Assigning a mediator will help keep your page or board a safe environment by watching out for any inappropriate posts. And, many communities have found this to be an incredibly successful way to keep everyone engaged and informed.

Create Community Virtual Events

Due to the pandemic, roughly 56.8% of workers will remain in a work-from-home arrangement throughout 2021. With better work and home life balances and reduction of overhead costs, companies plan to continue these remote solutions. It is anticipated that 36.2 million Americans will remain in remote situations through 2025.

Start a Community Newsletter

Newsletters are a great way to help residents stay up-to-date with community events, and hot topics. You can invite your residents to submit stories or request topics of interest. You could highlight birthdays, special events, or create a pet corner – I mean, who doesn’t love sharing cute photos of their furry loved ones? Posting accomplishments and positivity can also help you create the tone you want your community to have.

Just remember: Staying connected with your multifamily staff and residences can be accomplished. We’ve all had to get a little bit more creative during the pandemic, and we at Hire Priority can help. We take the time to provide ideas to both our clients and job hopefuls, and want to help you too. Want to learn more about our services? Check us out today!

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