7 Tips for Winter Property Management & FREE Checklist

 

 

By definition, property management encompasses the oversight and management of a building or community — and winter adds additional complexities to those responsibilities. Between changing weather and an increase in holiday deliveries to an influx of overnight guests, you’re bound for a grueling winter.

For that reason, you’ll need all the tips and tricks for successful winter property management. This guide will help you prepare your property, residents, and staff for the upcoming season. Most importantly, you’ll find a free checklist to better prepare your property.

Here are some essential steps to get your multifamily building ready for winter:

1. Make arrangements to pay owners and suppliers
2. Implement a holiday package delivery system
3. Winterize property plumbing and heating systems
4. Send a holiday newsletter to residents
5. Ensure effective visitor management for guests
6. Prepare outdoor amenities and areas
7. Plan for emergencies

 

 

1. Make arrangements to pay owners and suppliers

You’re probably planning some holiday time off of your own to spend with loved ones. But it’s essential to ensure you have a plan to keep the community running in your absence.

If you use online payroll and property management software, then you may not need to plan ahead at all. However, if any of your suppliers or staff still get traditional checks, make sure to send them out before you start a vacation.

 

2. Implement a holiday package delivery system

Year-round package deliveries are a lot of work to manage. But, as you know, shopping increases during the holiday season, which means even more package deliveries. To prepare for holiday deliveries, you need a package management solution.

There are a few package management options to consider:

• Package room. Package rooms are the most efficient and secure way to manage deliveries. Set up a dedicated room within the building where delivery carriers can drop off packages for residents to pick up at any time. Consider ButterflyMX’s Package Room, which enables independent access for couriers and notifies residents of their package arrival when their name is selected from the directory.
• Package lockers. These systems are set up in a central location, like the lobby of your apartment building, where residents can easily retrieve their packages. The lockers are designed with several compartments so delivery couriers can leave parcels in a secure location. Residents then retrieve their packages from the locker at their convenience.
• Off-site. One of the newer package management options involves off-site package storage. Companies like Fetch introduced a concept where residents have packages delivered to a third-party facility and then schedule a drop-off time that’s convenient for them. The third party then delivers the package to the resident’s door at that time.

All these options will facilitate more secure and efficient package delivery. However, a package room can be easily combined with contactless entry to save your staff time as well. Unlike package lockers and off-site storage, delivery couriers can let themselves into the package room with a PIN code.

 

Watch how a package room works:

 

3. Winterize property plumbing and heating systems

Preventing property damage is essential all year, but in many climates, winter poses additional challenges. Before the holiday season is in full swing, take some time to winterize your property. Preparing early means cheaper repairs before the weather is prohibitive and saves money on operating costs.

Work with your team to create a building maintenance checklist to ensure you complete all necessary winterizing tasks. One of the most important aspects of your checklist should include the building’s plumbing and heating systems.

Here are some tips to help you protect these vital systems:

• Remind residents to keep faucets dripping during extreme cold and avoid clogging drains as best as possible.
• Inspect and service heating systems before the cold months arrive.
• Check and insulate exposed pipes to prevent freezing and bursting during extreme temperatures.
• Shut off and drain outdoor water lines, such as irrigation systems, to avoid freezing and damage.
• Clear gutters and downspouts to avoid ice dams.
• Test water heaters for any necessary repairs or upgrades before the colder months.
• Inspect fire suppression systems to winterize sprinkler systems so they remain functional and do not freeze.

 

 

4. Send a holiday newsletter to residents

Your residents started making their holiday plans as early as September, so it’s best to send your holiday newsletter ASAP. While your newsletter can be as creative as you want, make sure to cover a few key points that your residents need to know.

• Holiday business hours. Many businesses have different hours to allow employees time at home with their loved ones during the holiday season. If your staff is taking time off or adjusting their schedules, include that information in the newsletter. Your residents will want to know if the doorman is gone for a week or if the front desk will be closing early.
• Fire safety warnings. According to NFPA, home Christmas trees caused an average of 155 fires between 2018 and 2022. Not to mention, Thanksgiving is the day with the most reported cooking fires compared to any other day of the year. So, include apartment safety tips for residents, like using non-flammable decor, turning lights off when unattended, and following safe cooking practices.
• Guest policy. Many residents have family and friends coming to visit during the holidays. So, if you have guest policies, remind residents in the holiday newsletter.
• Event announcements. If you’re planning any winter community events for the holiday season, include them in the newsletter. Your residents may need reminders, so hang flyers and send calendar invitations to help improve attendance.

 

5. Ensure effective visitor management for guests

Your residents will have more guests than usual during the holiday season. So, you’ll want to prepare your residents in advance for any protocol regarding visitors. This is a great time to reevaluate and potentially upgrade your visitor management system.

There are three main types of visitor management systems:

• Pen-and-paper. Your front desk may use a logbook to check in guests and keep track of who is coming and going from the building. While this system is better than nothing, it still requires your staff to check in visitors, and often, the handwritten logs are hard to read. Paper is also easily lost or destroyed, so keeping records longer than a couple of weeks is often impossible.
• On-site software. Digital versions of the pen-and-paper system are also common. These can be as simple as a spreadsheet on an iPad or have more complex operating systems. On the positive side, the software removes the need for staff to log guests and makes long-term data easier to manage. However, these systems often require more storage space for the check-in station and servers.
• Cloud-based systems. Cloud-based visitor management systems are the best solution for apartment buildings. Instead of on-site servers, these systems store data in the cloud. So, visitor information is gathered and managed without needing server storage space. Also, you can access the data from anywhere you have an internet connection.

 

6. Prepare outdoor amenities and areas

Winter weather can take a toll on outdoor amenities, so preparing these areas in advance is essential to avoid damage and ensure safety.

Don’t forget to winterize these areas to preserve their use in the future:

• Drain and cover pools and hot tubs to prevent freezing and damage to plumbing.
• Store and cover patio furniture to protect them against the cold, snow, and ice.
• Clear outdoor courts of debris and ensure proper drainage to prevent cracks and freezing.
• Test and replace outdoor lighting to help with visibility during the shorter winter days.
• Repair cracks and potholes in parking areas to prevent them from worsening due to the freeze-and-thaw cycle.
• Trim trees, cut back bushes, and remove loose vegetation to minimize damage and encourage proper drainage.
• Distribute salt across sidewalks and pavements to prevent snow and ice buildup and maintain a safe environment for residents.

 

7. Plan for emergencies

Emergencies can happen at any time, but winter brings unique challenges, such as power outages, heavy snowstorms, and burst pipes. Create or review your emergency response plan to ensure it’s current and tailored to winter-specific scenarios. This plan should include contact information for local service providers, such as plumbers, electricians, and snow removal companies, who can respond quickly in an emergency.

It’s also helpful to communicate emergency procedures to residents, providing them with resources and reminders, such as keeping a supply of bottled water and non-perishable food on hand. In addition, you should remind them of your property’s emergency maintenance line in case of a burst pipe or other serious issue. Overall, proactive planning will help prevent chaos and serious damage later.

 

How ButterflyMX can help your building this holiday season

ButterflyMX is more than just an access control solution for property staff and residents. The system also makes access simple for visitors and delivery couriers.

ButterflyMX’s holiday access control features include:

• Visitor passes. Residents can send visitors a visitor pass for one-time or recurring use. The digital key includes a QR and PIN code that visitors scan or enter into the ButterflyMX Video Intercom or Keypad. This way, friends and family can easily enter the building for holiday gatherings, even if the resident isn’t home.
• Delivery PINs. Property staff can assign delivery PINs to each delivery carrier so they can enter the building using the ButterflyMX intercom. Staff can also revoke or change the PIN at any time.
• Delivery passes. Residents can also create a delivery pass through the ButterflyMX app to send to couriers. When they purchase something online, they paste the access code into the delivery instructions to deliver their package inside the building. All delivery passes are single-use codes to maintain security.