Building management is a complex and essential task that ensures the smooth operation of a residential building, meets residents' needs, and preserves long-term property value. To maintain effective building operations, clean, safe, and comfortable living spaces, a professional management process and model play a crucial role. This article will help you better understand the concept of building management, its procedures, and common management models.
1. What is Building Management?
Building management is the process of overseeing all activities related to the operation and maintenance of services, infrastructure, and living environments in a residential building. It covers various areas such as finance, technical maintenance, sanitation, security, and resident care. The primary goal of building management is to create a safe, convenient, and harmonious living environment for residents while protecting the asset value for property owners and investors.
2. Building Management Procedures
To ensure effective operations and resident satisfaction, a clear and detailed management process is essential. Each task must be systematically implemented to ensure seamless operation. Below are detailed steps in the building management process.
2.1 Financial Management Process
Budget planning:
- Identify necessary costs for building operations, including maintenance, repairs, service fees, staffing, utilities, and other operational expenses.
- Develop a budget for regular maintenance and unexpected repairs to prevent potential incidents.
- Estimate income from monthly service fees, including management, maintenance, sanitation, and security fees, ensuring sufficient financial resources for maintenance and development.
Revenue and expense management:
- Ensure accurate, transparent, and timely recording of resident payments (service fees, rent).
- Monitor operating expenses such as maintenance, staff, supplies, energy, and auxiliary services (cleaning, security, equipment maintenance).
- Ensure expenses are tightly controlled with regular reports provided to investors and residents for financial transparency.
Financial reporting:
- Periodically (quarterly or annually) issue detailed financial reports to residents and owners, allowing them to evaluate the building's financial status.
- Provide transparent financial reports, including revenue, expenses, and profits/losses, enabling necessary adjustments.
- Perform budget reviews to ensure financial stability and readiness for emergency or unforeseen expenses.
2.2 Resident Care and Management Process
Resident support services:
- Provide 24/7 resident support services, promptly and effectively handling requests and complaints through various channels such as email, phone, building management apps, or direct meetings.
- Ensure timely handling of maintenance or repair requests, from electrical and plumbing issues to replacing damaged equipment.
- Listen to and record resident feedback to improve service quality and maintain satisfaction.
Community activities:
- Organize events, social activities, workshops, or community meetings to foster connection among residents and create a friendly living environment.
- Activities may include festivals, sports competitions, skill classes, or building meetings to increase awareness of building regulations.
Managing arising issues:
- In case of unexpected incidents like technical problems, power outages, or flooding, promptly notify residents and deploy effective solutions.
- Ensure that emergencies such as fire safety incidents, elevator malfunctions, and security issues are quickly resolved without disrupting residents’ lives.
2.3 Technical Operations Assurance
Infrastructure maintenance:
- Regularly inspect and maintain equipment and infrastructure, including elevators, electrical systems, water supply, backup generators, air conditioning, ventilation, and waste treatment systems.
- Develop a maintenance schedule for equipment and infrastructure to minimize breakdown risks and extend their lifespan.
Repair and equipment replacement:
- Promptly repair or replace broken or degraded equipment to ensure residents' living conditions are not affected.
- Address unexpected malfunctions immediately by identifying the cause and providing a swift solution.
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2.4 Sanitation and Landscaping Maintenance
Building cleaning:
- Ensure public areas such as hallways, lobbies, elevators, stairwells, restrooms, and outdoor spaces are cleaned daily.
- Maintain an appropriate cleaning frequency and use suitable cleaning products and equipment to avoid health risks for residents.
2.5 Security and Order Assurance
24/7 security:
- Provide round-the-clock security services, including gate protection, CCTV surveillance, and access control.
- Ensure that all security staff are adequately trained, competent, and equipped with the necessary tools.
Fire safety:
- Ensure fire safety equipment such as fire extinguishers, alarm systems, and emergency exits are always in good working condition.
- Organize fire safety training and evacuation drills for residents and staff regularly to familiarize them with escape procedures.
2.6 Personnel Management Process
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Staff recruitment and training:
- Recruit capable employees with a professional working attitude and high sense of responsibility.
- Ensure periodic training for staff to enhance their expertise in security, sanitation, technical maintenance, and customer care, ensuring professional service delivery.
Job supervision:
- Provide tools and monitoring systems to oversee staff performance, from security and cleaning to maintenance technicians.
- Establish key performance indicators (KPIs) to evaluate staff performance and implement improvement measures when needed.
3.1. Investor-Established Management Model
In this model, the investor directly organizes and operates the building management team. Tasks such as security, cleaning, maintenance, and customer care are handled by the investor’s internal staff. To operate effectively, the investor must establish a professional management system with all necessary procedures in place.
Advantages:
• Proactive management:
The investor can directly control all operations, from finance to service quality, minimizing errors or delays caused by third parties.
• Cost savings on third-party services:
If the investor has sufficient resources and a professional team, this model can save costs by avoiding external management service fees.
• Better brand building:
Self-management helps the investor build credibility and a unique brand in the real estate sector, especially if they own multiple apartment buildings.
Disadvantages:
• High demands on human resources and expertise:
Operating and managing an apartment building requires a team with in-depth knowledge and experience in various fields such as technical maintenance, customer care, security, sanitation, and financial management.
• High training and operating costs:
Building and maintaining an effective management team requires significant investment in recruitment, training, and retention. Additionally, investing in technology systems and equipment involves substantial costs.
• Risk of service quality issues:
If the team lacks competence or experience, the service quality may fall short of residents’ expectations, resulting in complaints and damage to the investor’s reputation.
3.2. Hiring a Professional Building Management Company
This model involves the investor hiring a professional building management company to manage the entire building’s operations. The management company provides comprehensive services, including security, cleaning, maintenance, and resident care.
Advantages:
• Professionalism and high efficiency:
Professional management companies often have well-trained and experienced staff, ensuring stable and high-quality services for residents.
• Risk reduction and time-saving:
The investor does not need to be directly involved in daily operations, allowing them to focus on business activities or other projects. Professional companies also have established processes for quick incident handling, reducing risks to the building.
• Application of modern technology:
Professional management companies typically use modern building management software, optimizing tasks such as fee collection, maintenance, resident care, and security monitoring.
• Improved service quality:
With experience and clear processes, professional management companies often deliver a better resident experience, minimizing complaints and dissatisfaction.
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Disadvantages:
Despite the many benefits of hiring a professional building management company, there are some potential limitations:
• Service costs: The cost of hiring a professional company may be higher than self-management.
• Dependence on the management company: Selecting a reputable partner is crucial to ensure stable and effective services.
However, with experienced and capable management companies, these limitations can be easily overcome, offering long-term benefits to both residents and investors.
4. Why Hire a Professional Apartment Building Management Company?
Hiring a professional management company provides numerous benefits, including:
• Cost optimization: Professional management companies have experience and resources to help optimize building operation costs.
• Efficient management: Advanced processes and management tools enable efficient and professional building operations.
• Asset value enhancement: A professionally managed building maintains its long-term value and remains attractive to residents and investors.
5. Lexico – A Professional Apartment Building Management Company in Hai Phong
With over 15 years of experience in managing and operating apartment buildings in Hai Phong, Lexico is proud to be a trusted partner of major investors. We not only provide efficient management services but also contribute to improving the quality of life for residents and protecting the long-term value of buildings.
Lexico is highly regarded for its outstanding advantages:
• Extensive experience:
Lexico has managed and operated numerous apartment and high-end condominium projects in various roles, from management board member to operation manager and property owner.
• Comprehensive management solutions:
We offer complete management solutions, including financial management, human resources, resident care, technical maintenance, and environmental sanitation.
• Professional staff:
Our well-trained and experienced team works with dedication, professionalism, and integrity.
• Transparent costs:
We always provide reasonable and clear management fees, committing to service quality. Any additional costs during operation are reported to the investor for appropriate solutions.
With these advantages, Lexico remains the top choice for investors seeking a professional and reliable apartment building management partner.
Lexico – Managing for the Future
Hotline: Mrs. Lisa 0906.182.555 / 0855.286.688
Email: thuydung.lexico@gmail.com
http://lexico.com.vn
