Multi-tenant Building Maintenance 101

building maintenance

There is no denying the challenges that come with maintaining an office space. Nevertheless, the difficulty is multiplied when dealing with an entire building complex occupied by different tenants. Tenants do carry a part of the responsibility in cleaning their space; however, as a building owner, additional maintenance and upkeep are expected.

Beyond the sheer square footage, it is crucial to take into account your tenant’s individual needs. The pressure is high, but there are ways to create a sustainable cleaning and maintenance program for your entire building. 

What is a Multi-Tenant Office Complex?

As the name suggests, a multi-tenant office complex is a building that houses several companies of different scales. The companies and their employees usually share several common amenities like the commissary, the cafeteria, the elevators, and the concierge. 

Multi-Tenant office complexes are a popular choice for different types of businesses. The main draw of this office set-up is the convenience of setting up shop at a location that is already outfitted with the basics. Companies no longer have to invest in building out their own space. Most complexes come with an HVAC system, wireless connection, shared bathrooms, and other features. 

Building a Multi-Tenant Office Complex Maintenance Plan

The mere idea of cleaning an entire building complex is daunting. Without the proper process and the right team, it can take a lot of time, energy, and wasted resources. Planning is key to maintaining your commercial building as with most big tasks. Below are the best practices that you should be following:

Communicate with your Tenants

No two businesses are the same. Even if two operations are within the same industry, they have different needs and priorities. 

Before developing a maintenance plan for your building, it is crucial to understand the cleaning needs of your tenants. Take into account the number of employees they have, their operating schedules, as well as the overall set-up of their office space. During the meeting, inform them about your maintenance responsibilities and plans. Likewise, make sure to tell them what you expect from their operation as far as cleaning is concerned. 

Create a Plan and Schedule

When it comes to building management, having a set routine makes the entire process less daunting and tedious. If the budget allows, hire a facility manager that takes care of scheduling. Let your tenants know about your tentative schedule and ask for their input. At the end of the day, it is much easier to clean a space if your team doesn’t have to deal with employees doing work. 

Keep a Record of Accomplished and Pending Tasks

Keeping up with all accomplished cleaning tasks can be challenging, especially for buildings with multiple tenants and several office spaces. Create an inventory of all duties that need to be done in a timeframe. Ideally, you have a list of daily, weekly, and monthly tasks. The responsible team member is tasked to check the list as they go through the inventory. 

Align with your Maintenance Team

Aligning your maintenance team with your new cleaning program should be top of your priority. If you are dealing with uncharted waters with a new tenant, make sure that your team is trained to accomplish the new task effectively. Be clear about your expectations and be open to their questions. The better communication you have with your maintenance team, the fewer mistakes you would incur. 

Commercial Cleaning Tips for Stress-Free Building Maintenance

Truth be told, you should expect natural wear and tear, primarily if your building houses several hundred employees from different companies. It is, however, your responsibility to maintain and preserve the integrity of your property. Aside from crafting a routine maintenance plan, there are several things that you can do to ensure that your office complex is in tiptop shape:

Conduct a Monthly Audit

It is challenging to address problems if you don’t know about the issues in the first place. There is a lot that can happen in one month. Conducting monthly building audits provide you with a clear picture of what needs to be repaired and maintained. Depending on your property, it is a good idea to check safety requirements such as extinguishers, alarm systems, and fire exits. If you can, try to run your backup generator once a month to ensure that it is in working order. 

Prioritize Pest Control

The best way to address pests is to keep them from entering your property. Tiny critters can wreak havoc on the equipment necessary in running the complex. Prevention is better than cure. Preventative measures cost significantly less than extermination fees. It can also affect your tenant retention and overall reputation within the commercial real estate industry. 

Eliminate Fire Hazards

A singular instance of fire can devastate your real estate investment. Similar to pest control, you would want to prevent fires from breaking out in the first place. The easiest way to do this is by eliminating fire hazards. During your monthly audit, check all smoke detectors and make sure that all fire exits are useable. 

Assess your Energy Consumption 

Running an energy consumption audit regularly can help you manage overhead costs on your building as a building owner. You would be surprised by the savings you can enjoy by merely switching to more energy-efficient lights and appliances. If possible, consider repairing worn-out insulation and replacing glass windows for energy-efficient types. 

The popularity of multi-tenant office complexes has been on the rise over the last few years. It is a lucrative real estate investment that offers opportunities for passive income. Nevertheless, while the income is passive, building maintenance is crucial for owning an office building. This responsibility is shared by both the tenant and the owner. 

If you are new to the real estate game, partnering with a commercial cleaning company is your best bet in property maintenance management. We at Burgos Commercial Cleaning have decades of combined experience in maintaining multi-tenant complexes. We can help you develop a sustainable plan. Hit us up today to learn more about what we have to offer.