DOCUMENT FACTS, NOT CONCLUSIONS Another common weakness in the paper trail is the tendency to record conclusions instead of observations.
Photographs should serve the same purpose. Photos taken before work begins, during the repair, and after completion can preserve conditions that may be impossible to recreate later. The goal is not to create an enormous file for every work order. The goal is to leave enough information that someone reviewing the issue months later does not have to reconstruct the event from memory.
“Resident caused leak” is a conclusion.
“Observed standing water beneath kitchen sink. Supply line was disconnected upon arrival. Resident stated water was discovered at approximately 8:00 a.m.” is documentation.
START DOWNLOADING INSTITUTIONAL KNOWLEDGE NOW
One of the most useful questions an owner, regional manager, or property manager can ask a long-tenured maintenance professional is simple: What do you know about this property that is not written down anywhere?
known problem areas and recurring seasonal issues. Organize preventive maintenance records. Preserve vendor recommendations. Keep snow- removal logs. Track major resident complaints and recurring repairs.
Then start capturing those answers.
Walk the property together. Photograph and label shutoffs. Map utilities. Inventory major equipment. Record model numbers, serial numbers, installation dates, and warranty information. Document
DOCUMENT KNOWN PROBLEM AREAS AND RECURRING SEASONAL ISSUES.
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