One of the most important tasks you should complete before hiring staff is this Master Maintenance Task List. You can create this yourself in Excel. There are only (5) columns. They are:

1) Item or Category

2) Who completed the task

3) Frequency that the task needs to be completed

4) How long each task takes to complete

5) What is the task

The investment of time to create this task database provides information such as:

-How many hours it takes to maintain your home and meet your service needs (thus, determining how many staff are required).

-It helps determine if a staff member is assigned too many responsibilities, needs extra training to increase efficiency, or is underperforming.

-How much time each system requires for maintenance. That will allow you to assess whether using staff or contractors is smart and whether to repair or replace older mechanical equipment.

-How much time will your staff be required to work each week to keep up with their responsibilities. In other words, will they be required to work overtime frequently? If so, consider contracting out the service or hiring another maintenance tech to lessen your staff’s need to work overtime.

This information helps proactively schedule preventative maintenance and develops a scope of work so your subcontractors can price their service.

Create this document for each property you manage to track critical information. Then, create a free Trello.com account (or other project management software) to implement this information to track progress and communicate with your household team about each of these tasks.

We sell this document in our House Manual Templates, available to download and edit for your principal, property, and personnel needs.

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