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Turbocharge Your Self-Storage Technology! Insider Tips for Maintenance and Optimal PerformanceTurbocharge Your Self-Storage Technology! Insider Tips for Maintenance and Optimal Performance
The self-storage industry is undergoing a technology-driven transformation. In fact, you’re probably using several tech tools at your own facility. But for them to be of benefit to you and your customers, they must be reliable, efficient and secure. Following are maintenance guidelines to help ensure your equipment facilitates operational excellence.
Brian Oakley
December 24, 2024
5 Min Read
The self-storage industry has experienced significant technological advancement in recent years, which is reshaping the way we do business. This evolution isn’t only streamlining facility operation, it’s intensifying competition among providers. In this dynamic landscape, technology functionality and reliability—and, therefore, maintenance—is paramount.
Tools like kiosks, video cameras, smart locks, online portals and mobile apps play a key role in elevating the self-storage customer experience, resulting in greater satisfaction and loyalty. They also enhance operational efficiency by minimizing downtime and boosting team productivity. Routine maintenance of these items prevents major breakdowns, lowers repair costs and prolongs lifespan. By being proactive about upkeep, you can maintain a competitive edge in your market.
Creating a Maintenance Schedule
Formulating an effective maintenance schedule is crucial for ensuring the longevity and dependability of your self-storage technology. The following key steps will help you develop a strong routine that minimizes downtime and maximizes performance.
Daily: Conduct basic inspections and cleanings to ensure all systems are operational.
Weekly: Reboot systems, check for software updates and clean components.
Monthly: Conduct more detailed inspections, test functionality and address any minor issues.
Quarterly: Conduct comprehensive system audits, and hire the professional servicing and calibration of equipment.
Annually: Conduct a complete system evaluation, install major updates, and replace any outdated components.
These general guidelines can be applied to nearly all of your self-storage technology devices and systems. Below are more detailed maintenance tips for specific components.
Facility-Management Software
Perform routine data backups and implement strong data-governance practices to maintain quality and integrity.
Continuously monitor performance and audit permissions to prevent unauthorized access.
Schedule recurring process evaluations and testing to validate alignment of core software with business objectives.
Regularly monitor data integrations and automation to ensure expected results.
Regularly update your software to ensure it remains secure and compatible with other systems.
Remain current on new features and capabilities, continuously seeking opportunities for improvement.
Desktop Computers and Tablets
Keep the operating system and all apps updated for optimal performance.
Secure all devices and govern the suite of applications installed.
Regularly inspect tablets for physical damage, ensuring screens and ports are intact. Use protective cases and screen protectors to minimize risk.
Implement quality checks to confirm that any data collected is accurate and reliable.
Implement security measures like encryption to protect sensitive data.
Focus on data integration to automate processes, ensuring that devices are effectively linked with your management software and other systems. This should enhance efficiency and reduce manual errors.
Maximize productivity by simplifying the user experience and developing standard setups and deployments.
Self-Storage Kiosks
Secure all wall connections with tamper-proof solutions.
Regularly clean touchscreens with a soft cloth and mild cleaner, avoiding abrasive materials.
Routinely check for and install software updates. It’s best if the software allows for remote management of the system.
Inspect hardware components, and test video and voice capabilities.
Network Infrastructure
Ensure all devices are securely placed to avoid damage, and inspect physical connections.
Periodically reboot routers and access points.
Check for firmware updates.
Examine battery backups and follow manufacturer guidelines for their upkeep.
Clean devices with compressed air to remove dust.
Monitor performance to promptly address connectivity issues.
Implement remote-management hardware and software to enable reboots and facilitate device recovery without needing an IT technician.
Drones
Regularly inspect and clean propellers with a soft brush.
Monitor battery health. Store batteries in a cool, dry place.
Update firmware, following all manufacturer guidelines.
Conduct pre-flight checks and regular test flights to ensure peak operational performance.
Ensure all components are up-to-date, and proactively replace any worn parts to avoid costly repairs.
Automated Payment Systems
Schedule regular software updates.
Use specialized cleaning cards for card readers.
Conduct test transactions to verify system accuracy.
Internet of Things Monitoring Systems and Devices
Calibrate sensors, following all manufacturer instructions.
Replace batteries, using only high-quality options.
Regularly verify connectivity and data accuracy.
Analyze information patterns and search for anomalies to ensure optimal performance.
Periodically review data logs to maintain accurate readings.
DIY vs. Hiring a Professional
When deciding whether to maintain your self-storage technology in-house or hire a professional, consider the complexity of the tasks involved. Routine cleaning, basic software updates, and simple repairs or replacements can often be managed by your own trained staff. For complex repairs, extensive network issues or specialized tasks, it’s best to seek help. Professionals bring expertise to handle intricate problems safely and ensure compliance with industry standards, ultimately safeguarding the integrity of your systems and avoiding potential pitfalls. Balancing both approaches can optimize efficiency and performance.
Troubleshooting
When you have trouble with a piece of self-storage technology, effective troubleshooting is a systematic process that begins with careful observation of your tool or system. The goal is to identify and document the issue while noting any patterns or symptoms that could provide clues. Next, move on to diagnosis by consulting manuals and using diagnostic tools to pinpoint the exact problem.
Once you have a verdict on the root cause, perform tests to confirm it, such as checking connections or running software diagnostics. Finally, implement the proposed solution and conduct thorough testing to confirm the issue has been fully resolved. This structured approach helps address the immediate problem and prevents future issues.
A Proactive Approach
Keeping your self-storage technology running at optimal performance requires regular maintenance, timely updates and prompt resolution of issues. To ensure your systems are managed effectively, start by training staff in the proper use of each tool and how to take care of it. Perhaps develop a playbook your team can use. Here are a few additional strategies:
Establish a useful-life schedule and replacement budget for your tech tools.
Maintain strong relationships with your vendors to access technical support and warranty services.
Create and implement emergency-response plans for critical systems to minimize downtime during unexpected failures.
Collect, consolidate and analyze your technology data to enhance operational efficiency, improve customer experience and optimize revenue.
If you operate more than one self-storage property, standardize best practices across all of them to streamline processes, reduce downtime and lower maintenance costs while achieving economy of scale.
Regularly review and upgrade technology to stay current with industry standards and improve efficiency.
The self-storage industry is undergoing a technology-driven transformation. Operators who embrace it not only improve their efficiency and customer satisfaction but position themselves as leaders in an increasingly competitive market. Tech tools provide an advantage, but they must be properly maintained. The above guidelines will help ensure they remain reliable, efficient and secure, contributing to operational excellence and customer satisfaction.
Brian Oakley is the vice president of technology for 10 Federal Storage, a high-tech self-storage operator with more than 75 automated properties nationwide. Brian has nearly 20 years of experience in software development, information-technology strategy, data analysis and business intelligence. To reach him, email [email protected].
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