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Tips for Minimizing Downtime & Damage in Commercial Buildings
Whether it’s water, fire, mold or vandalism—Property Managers are the first line of defense in protecting tenants, assets, and operations. Ensuring operational resiliency for your client is an important part of being a Property Manager.
Have a Restoration Partner on Speed Dial
Time is critical, so establishing a relationship with a trusted local restoration company before an emergency happens is important. This ensures faster response times and priority service when you need it most. A quick response to an emergency will not only get the building back up and running quickly, but it will also minimize secondary damage and restoration costs.
There are many reasons it makes sense to partner with a restoration company, but one of the best benefits is that you will not have to become a contractor! We have in-house technicians and trades people, and if we need a trade, we will engage them, not you. Having a “one stop shop” to deal with will make your life a whole lot easier!
From JP Morgan- Emergency Preparedness Guide for Property Managers
Know Your Emergency Plan
Ensure your building has a clear, up-to-date emergency response plan. Include a communication plan with critical contact info, shut-off valve locations, evacuation routes, and restoration protocols. Review it with your team, clients, and tenants so that everyone understands their role after a disaster.
Act Fast, Think Smart
The first 24–48 hours are crucial. Quick action can prevent secondary damage like mold growth or structural issues. Don’t wait for insurance approval to start mitigation—document everything and begin cleanup immediately.
Document Everything
Take photos and videos of the damage before, during & after restoration. This will help with your insurance claim and provide a clear record of the incident.
It will also be appreciated (if not required) for your client.
You're facing a crisis situation with first responders. How do you ensure effective communication? Advice from LinkedIn on communicating with First Responders
This advice from LinkedIn is a great step to include in your plan. Have this information documented, and regularly updated so that is it quickly available to anyone who needs it, potentially including first responders.
Prioritize Tenant Communication
Keep your tenants informed with timely updates. Transparency builds trust and helps manage expectations during disruptions. Your tenants will likely feel a lack of control over their situation and communication is imperative to keep them in the loop during the restoration process.
Crisis Communication is a key factor in a good emergency plan. Being able to get a message to tenants and (if applicable) your clients, quickly and reliably is a crucial step in any emergency plan.
Some Important factors of a good crisis communication
- Use multiple channels (text, email, alerts etc.)
- Be transparent, truthful and timely
- Be proactive. Do not wait until you are on the defense and fielding questions.
Forbes has published a great outline of a crisis communication plan that you can use as a starting point for creating yours. 16 Essential Elements Of A Successful Crisis Communications Plan
Financial Preparedness- Include a realistic emergencies fund in your contingency planning to ensure you can cover insurance deductibles, urgent repairs, legal support, and temporary offices or accommodations.
Invest in incremental Preventative Maintenance
Regular inspections of roofing, plumbing, HVAC, and fire suppression systems can prevent many emergencies before they start.
Upgrading alarm systems and & using smart alarms technologies may be a worthwhile investment. You can utilize surveillance cameras, access control, and alarms for enhanced safety in am emergency situation.
If you're a property manager in the North Okanagan let’s connect on how we can help ensure your commercial buildings bounce back faster after an emergency.