Self-storage managers have an all-encompassing job. Not many industries require that a single employee be adept in marketing, sales, rental contracts, several aspects of law, business practices, accounting, collections, customer service, computers and maintenance. When juggling what is urgent vs. what is important, it’s easy to let maintenance items slip to the wayside. There are some simple ways to prevent that from happening.
Deciding on the most productive routine for your facility starts with a list of tasks to be accomplished, and how often each task needs to be executed. Self-storage facilities have an ebb and flow in their workload. Organizing your maintenance tasks to fit your unique work pattern helps ensure you have time do everything.
Collections and move-outs tend to hover around the beginning of the month, so that would not be a good time for lengthy maintenance or repair. But incorporating certain tasks into the move-out process will ensure the ongoing maintenance of units as they turn over in the rental cycle.
Creating a Program
The first step in planning a maintenance program is to determine all the necessary tasks. Some are common to every facility, but each location will have environmental and design factors that influence its maintenance routine. To begin, divide the facility into separate areas of attention. Common areas/items include:
- Units and doors
- Interior hallways
- Pest control
- Drives and parking
- Security equipment
- Dumpsters
- Roof and trim
- Intercoms and amenities
- Landscaping
- Fencing
- Entry gates
Include additional items that are unique to your facility such as detention ponds, refrigeration units for specialty storage, etc. Once your categories are established, list each item in that category that requires consideration. For example, storage units are pretty simple; there are make-ready tasks to ensure a unit is in good condition and ready to rent, and routine maintenance for the exterior. Make-ready and aesthetic items would have two different time frames:
Task | Frequency |
Wipe down interior walls and door. | At move out |
Sweep out debris. | At move out |
Lubricate roll-up door mechanism (if required). | At move out |
Make sure door stops are in the proper position. | At move out |
Ensure door glides easily. | At move out |
Inspect door side channels. | At move out |
Lubricate and clean the door sweep. | At move out |
Apply protective coating for locking mechanisms. | At move out |
Check sturdiness of panel attachments. | At move out |
Check insulation for tears, seam splits. | At move out |
Apply pest-control measures. | At move out |
Clean doors of interior (climate-controlled) units. | Quarterly |
Clean doors of exterior units. | Annually |
