Maintenance Request Management Template

More property-management templates

Streamline the process of handling maintenance requests in your community with this comprehensive template. Covering everything from form creation to tracking, prioritization, and communication, this template ensures that every maintenance request is managed efficiently and effectively.

By following this structured approach, Community Association Managers can enhance resident satisfaction and maintain the property in top condition. Regular updates and feedback mechanisms help in continuously improving the maintenance request process.

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Maintenance Request Management for Priority Matrix

Maintenance Request Management in Priority Matrix

Efficiently track and manage maintenance requests to ensure timely resolutions and improve resident satisfaction.

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Proposed Tasks

Urgent and Important

  • Task 1: Create a maintenance request form - due in 1 day
    ☐ Design the form ☐ Create fields for necessary information ☐ Test the form
  • Task 2: Develop a tracking system for maintenance requests - due in 1 week
    ☐ Decide on a tracking method ☐ Implement the tracking system ☐ Test the tracking system
  • Task 5: Develop a system for prioritizing maintenance requests - due in 2 weeks
    ☐ Decide on criteria for prioritizing requests ☐ Implement the prioritization system
  • Task 8: Provide training to staff on maintenance request process - due in 3 weeks
    ☐ Develop a training plan ☐ Implement the training plan

Important, Not Urgent

  • Task 10: Analyze feedback and make improvements - ongoing
    ☐ Analyze resident feedback ☐ Implement necessary improvements
  • Task 19: Maintain a database of maintenance requests - ongoing
    ☐ Input new requests into the database ☐ Update the status of requests
  • Task 20: Regularly report on maintenance request status to management - every month
    ☐ Prepare a report ☐ Present the report to management
  • Task 3: Assign maintenance requests to appropriate personnel - ongoing
    ☐ Review each maintenance request ☐ Assign to appropriate personnel
  • Task 4: Follow up on assigned maintenance requests - ongoing
    ☐ Track progress of maintenance requests ☐ Follow up with assigned personnel
  • Task 7: Review and adjust maintenance request process - due in 1 month
    ☐ Review the effectiveness of the process ☐ Make necessary adjustments

Urgent, Not Important

  • Task 17: Regularly review staff performance - every 3 months
    ☐ Review staff performance ☐ Provide feedback and training if necessary
  • Task 18: Regularly review resident satisfaction - every 3 months
    ☐ Survey residents ☐ Analyze survey results
  • Task 6: Communicate maintenance request status to residents - ongoing
    ☐ Develop a communication plan ☐ Implement the communication plan
  • Task 9: Create a feedback system for residents - due in 1 month
    ☐ Design a feedback form ☐ Implement the feedback system

Not Urgent, Not Important

  • Task 11: Regularly update maintenance request form - every 6 months
    ☐ Review the form ☐ Make necessary updates
  • Task 12: Regularly update tracking system - every 6 months
    ☐ Review the tracking system ☐ Make necessary updates
  • Task 13: Regularly update prioritization system - every 6 months
    ☐ Review the prioritization system ☐ Make necessary updates
  • Task 14: Regularly update communication plan - every 6 months
    ☐ Review the communication plan ☐ Make necessary updates
  • Task 15: Regularly update training plan - every 6 months
    ☐ Review the training plan ☐ Make necessary updates
  • Task 16: Regularly update feedback system - every 6 months
    ☐ Review the feedback system ☐ Make necessary updates