Avoid These 7 Maintenance Management Mistakes

This is one of the biggest mistakes a condo board can make. It might feel easier to wait until something breaks before calling for help, but that usually leads to bigger problems. Small issues that are ignored today can turn into costly emergencies tomorrow. Think about it like a car. If you never change the oil, the engine will eventually fail, and that repair will cost far more than a simple oil change. A building works the same way. Taking care of regular inspections and small fixes now saves time, money, and stress later on.

Have you ever had two different contractors show up at once, each expecting to do their work, or maybe no one shows up at all? That is what happens when vendors are not managed well. It wastes time, frustrates residents, and leaves jobs unfinished. The solution is to stay organized. Keep a clear calendar of who is coming, when they are coming, and what they are supposed to do. Confirm appointments in advance and make sure everyone knows their role. A little extra planning makes everything run smoother.

Paperwork is not the most exciting part of managing a condo, but it is one of the most important. Without records, it is easy to forget when the last inspection was done or whether a repair is still under warranty. That can cause delays, extra costs, and confusion. Keeping a log of repairs, inspections, and expenses gives you a clear picture of what has been done and what still needs attention. Good documentation makes planning easier, protects your budget, and gives you peace of mind.

Many boards make the mistake of spending money on the visible projects, like new landscaping or updated hallways, while pushing off the less noticeable but critical needs such as plumbing, roofing, or electrical systems. The problem is that when these systems fail, the costs are much higher and can quickly throw the budget off track. A smart approach is to include regular maintenance in the budget and also set aside money for unexpected problems. Having a reserve fund keeps the community prepared and avoids the stress of scrambling for money when something breaks.

Residents do not like surprises when it comes to their homes. If the water is shut off or the elevator is not working, they should not find out by accident. Failing to keep residents informed can lead to frustration and complaints. The good news is that it does not take much effort to fix this. A quick email, a notice in the lobby, or even a text message can keep everyone in the loop. Even if the update is simply that you are waiting on a part to arrive, people appreciate knowing what is happening. Honest communication builds trust and shows that their comfort is a priority.

If the plan is always to fix things only when they break, the result will be constant stress and higher costs. Emergencies will happen more often, and residents will feel like there is always something wrong in the building. A better way is to stay ahead of the problems. Regular checkups and preventive maintenance reduce the number of emergencies and give everyone more confidence that the property is being cared for. Being proactive makes life easier for both the board and the residents.

It is easy to keep doing things the way they have always been done, but that can hold a community back. Vendors change, technology improves, and residents’ needs also change over time. If you never review the way maintenance is managed, you might miss better and easier options. Take time every so often to ask simple questions. Are the vendors still reliable? Are the systems still working well? Are residents happy with the way things are communicated? Making small changes when needed can improve the overall experience for everyone in the building.