property management singapore

Alternative Facility Management with Technology

OVERVIEW

Many view Facilities Management duties as mainly limited to no more than administration and troubleshooting work.  On the contrary, the scope spans almost all job responsibilities, disciplines and channels.  In order to fulfill market requirements and improve on service offerings, staff have to take on management, operations and maintenance roles on top of ad-hoc hiccups.  These cover technical and specialized systems as well as environment up keeping, including M&E, A&A, term contract renewals, vendor sourcing, fit-out administration, defect rectifications, R&R, building consultancy and advice, monthly collections, maintenance payment processing, expenditure and maintenance budgeting etc that are repetitive and time consuming.  Productivity and efficiency are often compromised.

Coupled with bulk of routine operations and inevitable equipment faults, the common effect plaguing FM staff when burdened with the myriads of tasks is not being able to maximize productive capacity.  As a result, sub-projects are poorly managed, schedules missed; workloads daisy chained and subsequently cause haphazard/substandard quality in deliverable, low motivation and the infamous high turnover in the industry. 

DIGITALLY DRIVEN PLATFORM

Managing an estate well takes more art than science.  This explains the procrastination of a growing industry that has yet to reinvent itself when ready technology can be infused in many if not all, aspects of FM.  It is emphasized that digital transformation is not using technology as a means to an end but how such applications can improve operational efficiencies by changing ways individuals work.  Coupled with a good strategy, the FM can benefit from digital progress, just like 7 out of 10 top companies and 3 of 4 unicorns’ glowing testimonies of digital success, and out from its unsavoury image:  Intelligent, connected and technology-based.

By combining technical infrastructure with an organization’s business model, many advantages can be reaped.  A connected, collective, collaborated and controlled environment helps:

  • Increase network value to key alliances, partners, channels, suppliers and customers;
  • Reduce cost and improve productivity across the organization and group of sites.
  • Austerity, prudence and accountability within frameworks of BMSMA (equally valued by stakeholders, members of council, occupiers (subsidiary proprietors, tenants) can be preserved.
  • Proficiency and accuracy in service-wide support operations and management – important for overseeing vast portfolios.

 With a platform that is enterprise-wide, digitally and business driven, an innovative and winning ecosystem can be created for:

  • Value creation (external i.e. customers);
  • Value exchange (internal i.e. company). 

PRODUCTIVITY

Institutionalize use of tools and systems, defined practices, processes and procedures, applications, marketplace, micro value-added services:

a)     Adaptability: Cross-functional transformation can be disruptive and uncomfortable for employees.
b)     Roll-out:  First 6 months, next 6 months, and thereafter in a two-phase plan, with phase 1 covering key FM functions (facility, operations and maintenance, administration and finance, Vendors, contracts and service levels management, defect capturing.
c)     High availability, low latency:  Information needs to be exchanged in a timely and secure manner between asset and staff (related to next item).
d)     Repository pool:  Knowledge base of procedures, documents, communication, rules and regulations.
e)     Project library:  Files such as warranties, certificates, licenses, agreements; as-built drawings, strata rolls, master key schedules; project consultants and contractors contact sheet; equipment list, preferred vendors listing, term contract schedules.
(d) and (e) accessible from multiple platforms
f)      Resolution:  Systematic recording and resolving defects and complaints/feedback.
g)     Value added services (see initiatives).

Associated KPIs from above:  Values, efficiency, quality, service levels, motivation (as human resources get younger).  It is important that applications are server push for distributed updates and notifications.

INITIATIVES

a)    Digital services:  Complete end-to-end solution

Asset/equipment lifecycle management:  Maintenance records, replacement/upgrades.
Remote call centre, virtual concierge services.
Mobile work order management.
Remote management and troubleshooting, remote operation and support.
Complete integration with accounting, building automation/management (BAS/BMS), estate facility systems, portals etc (encrypted cloud storage).
 

b)    Data and analytics

Equipment analysis (faulty parts and causes).
Real-time asset monitoring (applicable to equipment with digital interfacing e.g. Hourly or BTU meters, digital panel meters, BAS/BMS).
Risk management – financial, environmental and safety risks.
Drive business by knowing what customers want.

c)     Synchronization:  OneDrive and Backup & Sync-equivalent using a simple engine.
d)     Customization:  Aka personalization – to enhance customer experience. 

SUMMARY

Attained hands-on experiences and proficiency in the field of facilities and strata management, a progressive portfolio comprising single and two-tier residential, light-industrial, mixed and commercial development.  Assumed technical and service management capacities prior to FM shift, delivering large-scale software solutions to clients in mission-critical and complex environments.  Experiences applied:

Operational/project management (for tracking and scheduling of tasks)

Managed capital projects for estate enhancement e.g. TOP, R&R, A&A. Developed series of VBA/XLA programs for tracking and data crunching, pivoted tables and charts for reporting.

 Vendor/financial management (for relationship building and financial planning)

Relationship management for maximizing client relationship. Formal training in Accounts and Financial electives as well as vast hands-on experience in financial software, protocols and modules.

 Document/procurement management (for good ISO-like, office filing structure)

Procedures (business continuity, in-place protection), building and equipment datasheet etc, digital filing (use of prefix and naming conventions – critical for site and HQ management), proposals for big estate expenditure.

 Creative Delivery (for social, interactive and team building)

Designed and delivered intuitive design and bulletin prints for community awareness and corporate events (backdrops, teasers, invites), layout for estate projects (2D/3D). Well-versed in Adobe Photoshop creations and After Effects video compositions, Google SketchUp, Autodesk 3Ds Max.

 Combined undertakings and regional orientation have effectively developed set of technical and functional, problem-solving and interactive skills across diverse cultures.  The exposure and presence in assumed IT consultancy and FM service management capacities for private financial institutions, ministries/agencies as well as residential and mixed clean & light/commercial developments provide the best fit in implementing digital innovation into regular operations for a systematic and streamlined work process to achieve a revolutionized FM that aligns with Abacus’ technological vision.

Joe Lee

How to manage a property smartly

When you own a property, there are some definite tensions attached to it. Some of the most common questions are:

  • How would you know that the tenant you got is not going to make a mess of your property and keep it maintained?
  • Would you get all the payments on time such as rent and repairs?
  • What would you do when the legal issues will arise between you and the tenant?
  • What is the procedure if you want to get rid of your tenant?
  • Would the tenant know how to manage issues such as rain water or piping leakage if it happens?

There is a long list of questions that goes on and on. But wait; here you can use the help of a property management company. The job of such a company is to provide you assistance in all your property matters whether relating to money or not.

What is the need for a property management company?

As mentioned above there are a lot of things to consider when it comes to your own property and renting it. Just consider yourself moving to new city due to a job posting, you do not want to sell your property back at home. You would just want to rent it out. You might find the right tenant for your property but it will be very difficult for you to keep a regular check on it.

Here a property management company comes in handy, that can free you from all your worries relating to your property. Such a company will assist you in all the matters relating to your property, starting from the timely collection of your rent and delivering it to you till the eviction of your tenant when you want. Those are some of the key responsibility of a property manager, helping you to better manage of your worries while you are away.

 

Why a property management company is a smart choice.

Managing your own property can be a task at times, but when you have professional help, it becomes fairly easy. These companies will make you free from all your worries relating to the property management. They can assist you in finding the right tenant for your property, all the legal matters relating to your property, the maintenance of it and a lot of other matters.

When talking about such an agency that looks after your property and the matters relating to it, there are a lot of options available out there in the market. But proper consideration and rules should be given when choosing the best among the options available at your disposal. An agency rendering the facilities management services can at least minimize your tensions relating to your property if not wipe them off completely.

Therefore choosing the company that suits your needs and requirements is important. When it comes to property management Singapore you have lots of options. These agencies preserve and manage your properties according to your requirements as well as the rules and regulations of the country.

4 key aspects of building maintenance

Office buildings are not just a center of work for the employees. In fact they serve as a financial hub for any country. A building is home to numerous small and large businesses which has a worth. It is quite understandable how profitable these sites are to a region’s cause and therefore they need to be taken proper care of, especially its air quality.

Residential Vs. Commercial Building

When we talk about property management in Singapore, there is a separate chapter about managing a building. Although residential buildings need to be managed quite similarly to the way any commercial building is managed but there are a few minor difference between the two.

  • Firstly, a residential building is going to be crowded all the time as people actually reside in there. A commercial building is likely to hold maximum number of people during office hours. Therefore, the timings and demands of water and power supply and other facilities is understandably different for both types of buildings.

 

  • Secondly, in a commercial building, normally there are no children while a residential building may hold many of them at a time. Therefore, there is never going to be a play time in a commercial building.

Hence, making the mentioned points an indicator of the importance of facility management. The list can continue and there are several other differences between the two types of buildings. In this article, we are going to put light on some essential elements required to maintain any type of building. It will help you make necessary arrangements in case you haven’t to ensure a much more safe and secure environment around your home and office.

Building Maintenance

Maintaining a building is not all that simple. It is a vast subject. Hence, it is divided in the further major categories. Some of them are briefly discussed ahead.

1. General Maintenance

It encircles all the repairs and maintenance problems such as plumbing, electricity supply, carpentry and other such issues, which unfortunately can all lead to dengue issues. It is probably the most frequently used management system because general problems tend to arise more often. General Maintenance is not the most expensive category in building management.

2. Elevator Control

This category is quite crucial and probably the most important in building management. For taller buildings having more than four or five floors, elevator maintenance is quite critical. The building has to ensure that the workers and residents can smoothly operate the lifts whenever they like, it is important that the lifts run smoothly all the time. Therefore, they need to be maintained much more critically.

3. Electronic Access Control

This category of building maintenance improves the security of a building. Workers and residents can access the building through electronic cards and other recognition systems such as fingerprints scanners and vascular pattern detectors. It is a much wanted commodity in modern day buildings.

4. Fire and Security Alarms Maintenance

This category is vital with the increasing tensions in the world. Security is a very important factor these days. Life-saving gadgets in emergency should be regularly monitored and tested to stay ready for any unwanted situation that might arise anytime.

How to Provide Extraordinary Customer Service

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A property management Singapore service that seeks to provide quality service to its customers has to look into many factors. Customer satisfaction is more important in this industry compared to other service industries, because clients are more interested in results, rather than reviewing past performances and success rates. In this field, word of mouth marketing still has the larger contribution compared to any other marketing technique.

So, what is it that a property management service should do to maximize client satisfaction? Your obvious answer would be, “Learn best practices”, but what are they?

One needs to research and find views of the people related to this industry. Not to ignore the clients who’ve been using facilities management services for years. Here’s a sum-total of all the research in this regard:

Customer’s Experience

Who else can review you better than the ones receiving your service? Here are some expectations clients have with the company that manages their property:

  • Understand the goals set by clients
  • Understand what they, or their property really needs
  • Manage their property in units in order to maximize profits
  • Take care of each unit and property so as to attract quality tenants (those who pay their rents on time, and stay longer) 
  •  Have excellent communication with their clients 

Quality Workforce

Next practice is directly related to the one mentioned above. Before discussing this, it is important to note that a facility management company works with those who are interested in renting their facilities and those who occupy it. Other than the quality skills needed by facility managers, they have to deal with both the parties and manage their expectations.

A service provider needs to have the right kind of professionals to bring that amazing customer experience. These include:

  • Vendors
  • Property owners, and
  • Property managers

So, a service provider has to make sure no one works under the table or hiding facts. Otherwise, the company will lose revenue, suppliers, and possibly clients.

Talk to Experts

To work safe, you need to make sure that the tenants have the competence and capability to utilize the premises. To do that, you can invest in tenant screening (hire employees or let the outsource company to do the job). In this way, you will also be able to get the right people for the facilities under consideration.

Here, it is vital to analyze the cost of screening process. The reason is, it’s your decision to choose the tenant, but you’re accountable to the client who has handed over the property under your management. So, if the company hasn’t resources to scrutinize the tenants, it should always seek professionals.

Continue Research

Properties and their requirements keep on changing time and again. Therefore, it is vital for the company to keep an eye on new trends and prepare itself accordingly. In order to stay ahead of competition, it is vital to learn new things and change procedures before the client replaces the company with its competitor. 

Finally

These are just a few practices, but they’re as important as bread and butter for facilities management services. If you’re a tenant or a property provider, make sure that the service you’re choosing has the tendency to amaze you.