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How to Use Maintenance Data to Grow Your Property Management Business

Ethan Lieber
July 1, 2024
Maintenance Data You Should Track and How to Use It to Grow Your Property Management Business

In the property management business, keeping your properties well-maintained is not just about fixing things when they break. It’s about proactively managing your assets to ensure tenant satisfaction, increase efficiency, and ultimately, maximize your profits. One of the most powerful tools at your disposal is data. By tracking key maintenance data, you can gain valuable insights that help you make informed decisions, streamline operations, and grow your business. Here’s a guide to the essential maintenance data you should be tracking and how to leverage it for business growth.

1. Work Order Volume and Types

What to Track:

  • Total number of work orders
  • Types of work orders (e.g., plumbing, HVAC, electrical)

Why It Matters: Understanding the volume and types of work orders can help you identify common issues and prioritize preventive maintenance efforts. For example, if plumbing issues are frequent, investing in better plumbing inspections could reduce the number of emergencies and save costs in the long run.

How to Use It:
Trend Analysis: Identify patterns in work orders to forecast future needs and allocate resources efficiently.
Preventive Maintenance: Develop a preventive maintenance schedule based on the most common issues to reduce emergency repairs.


2. Response and Resolution Times

What to Track:

  • Average time to respond to a maintenance request
  • Average time to complete a maintenance task

Why It Matters: Quick response and resolution times are critical to tenant satisfaction. Tracking these metrics helps you assess the efficiency of your maintenance team and identify areas for improvement.

How to Use It:

  • Performance Benchmarking: Set benchmarks for response and resolution times and monitor performance against these targets.
  • Process Improvement: Streamline maintenance workflows to reduce delays and improve service quality.
3. Maintenance Costs

What to Track:

  • Total maintenance expenditures
  • Costs by category (e.g., labor, materials, emergency repairs)

Why It Matters: Monitoring maintenance costs helps you manage your budget more effectively and identify opportunities for cost savings.

How to Use It:

  • Budgeting: Allocate maintenance budgets more accurately based on historical cost data.
  • Cost Control: Implement cost-saving measures, such as bulk purchasing of materials or negotiating better rates with contractors.


4. Equipment and Asset Lifespan

What to Track:

  • Installation dates and expected lifespans of major equipment and systems
  • Maintenance history and performance data for each asset

Why It Matters: Tracking the lifespan and maintenance history of equipment helps you plan for replacements and avoid unexpected failures.

How to Use It:

  • Lifecycle Management: Schedule replacements and upgrades proactively to minimize downtime and costly emergency repairs.
  • Investment Planning: Make informed decisions about when to invest in new equipment based on performance data.
5. Tenant Feedback and Satisfaction

What to Track:

Why It Matters: Happy tenants are more likely to renew their leases and recommend your properties to others. Tenant feedback provides valuable insights into the effectiveness of your maintenance operations.

How to Use It:

  • Service Improvement: Use feedback to identify areas for improvement and implement changes to enhance tenant satisfaction.
  • Tenant Retention: Monitor satisfaction levels to identify at-risk tenants and address their concerns proactively.


6. Emergency vs. Routine Maintenance

What to Track:

Why It Matters: A high ratio of emergency to routine maintenance requests can indicate underlying issues with property upkeep and tenant satisfaction.

How to Use It:

  • Preventive Measures: Shift the focus from reactive to preventive maintenance to reduce emergencies.
  • Resource Allocation: Allocate more resources to routine maintenance to keep properties in good condition and prevent emergencies.
Leveraging Maintenance Data for Business Growth

By systematically tracking and analyzing maintenance data, you can unlock several growth opportunities for your property management business:


  1. Enhance Operational Efficiency: Streamline maintenance processes, reduce response times, and optimize resource allocation to improve overall efficiency.
  2. Improve Tenant Satisfaction and Retention: Use data-driven insights to enhance service quality, address tenant concerns promptly, and boost satisfaction and retention rates.
  3. Reduce Costs and Increase Profitability: Identify cost-saving opportunities, avoid unnecessary expenses, and maximize the return on your maintenance investments.
  4. Plan for Future Growth: Use maintenance data to make informed decisions about property improvements, acquisitions, and expansions, ensuring sustainable growth for your business.

In conclusion, tracking and leveraging maintenance data is essential for any property management business looking to thrive in a competitive market. By focusing on key metrics and using the insights gained to drive improvements, you can enhance operational efficiency, boost tenant satisfaction, and achieve long-term growth. Start collecting and analyzing your maintenance data today, and watch your property management business flourish.

By implementing these strategies, you can ensure that your properties are well-maintained, your tenants are happy, and your business is positioned for success. If you need help managing your maintenance data or want to learn more about how Latchel can alleviate your maintenance headaches, click here to schedule a demo.


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