Property Maintenance Prioritization Template

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Managing multiple properties can be overwhelming, especially when it comes to maintenance tasks. This template uses a Priority Matrix to help Estate Managers identify and prioritize urgent and important maintenance tasks across various properties.

By following this template, you can ensure that critical issues are addressed promptly, maintaining the quality and value of each property. This structured approach simplifies decision-making and enhances efficiency in property management.

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Property Maintenance Prioritization for Priority Matrix

Property Maintenance Prioritization in Priority Matrix

Prioritize urgent and important maintenance tasks across multiple properties efficiently.

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Proposed Tasks

Urgent and Important

  • Roof Repair (Property A) due in 1 week
    ☐ Identify extent of damage ☐ Contact roofing contractors ☐ Arrange for roof repair
  • Pest Control Service (Property H) due in 1 week
    ☐ Schedule pest control service ☐ Notify tenants of service date
  • Gutter Cleaning (Property P) due in 1 week
    ☐ Arrange for gutter cleaning ☐ Notify tenants of date and time
  • Septic System Inspection (Property L) due in 2 weeks
    ☐ Arrange for septic system inspection ☐ Address any identified issues
  • Plumbing Inspection (Property D) due in 1 month
    ☐ Arrange for plumbing inspection ☐ Address any identified issues

Important, Not Urgent

  • Update Property Listings (Property M) due in 1 month
    ☐ Review and update property listings ☐ Upload new photos
  • Install New Security Cameras (Property I) due in 2 months
    ☐ Select security camera system ☐ Hire installation service
  • Install New Signage (Property Q) due in 2 months
    ☐ Design new signage ☐ Hire installation service
  • Annual HVAC Maintenance (Property B) due in 3 months
    ☐ Book appointment with HVAC service ☐ Notify tenants of maintenance date
  • Carpet Replacement (Property E) due in 3 months
    ☐ Select new carpet ☐ Schedule installation

Urgent, Not Important

  • Landscape Improvement (Property C) due in 2 weeks
    ☐ Plan landscape design ☐ Hire landscaping company
  • Window Cleaning (Property F) due in 2 weeks
    ☐ Schedule window cleaning service ☐ Notify tenants of date and time
  • Pool Maintenance (Property R) due in 2 weeks
    ☐ Schedule pool maintenance service ☐ Notify tenants of date and time
  • Pressure Test Water Lines (Property N) due in 3 weeks
    ☐ Schedule pressure test ☐ Notify tenants of date and time
  • Power Washing Exterior (Property J) due in 1 month
    ☐ Schedule power washing service ☐ Notify tenants of date and time

Neither Urgent nor Important

  • Replace Smoke Detectors (Property K) due in 4 months
    ☐ Order new smoke detectors ☐ Plan for installation
  • Upgrade Internet Service (Property O) due in 4 months
    ☐ Contact internet service provider ☐ Arrange for service upgrade
  • Renew Fire Safety Certificates (Property S) due in 4 months
    ☐ Arrange for fire safety inspection ☐ Renew certificates
  • Renew Property Insurance (Property G) due in 5 months
    ☐ Review current insurance policy ☐ Contact insurance agent to renew
  • Paint Exterior (Property A) due in 6 months
    ☐ Select paint color ☐ Hire painting contractors