Are your inspections standardized?
If not, you could be missing costly problems in your building. Without routine inspections, building issues can slip through the cracks. Instead of catching a minor problem when it starts, you’ll miss it until it’s an expensive fix or replacement.
And, if you don’t have standardized inspections, it’s hard to evaluate the condition of your properties. Without consistent inspections, your properties could be deteriorating – and you wouldn’t even know.
How can you keep your properties in top shape?
Have a standardized inspection and evaluation process for every property. That way, you’re always aware of the condition of your property. And, you’re able to fix things before they cause problems for your building.
While you could manually create an inspection process, track the results by hand, and make sure every employee is following the process yourself, that’s time-consuming.
The easier way to do this is to use inspection software – which automates the process for you. And, it provides visibility into the condition of every property.
Wondering how to standardize and evaluate the condition of your properties with inspection software? Here’s how to avoid costly repairs and keep your buildings in top shape with inspection software.
Step 1: Make an Inspection Template
The first step to standardizing and evaluating the condition of your properties is to have a standard commercial building inspection process.
Without a standardized inspection process, inspections can collect vastly different data. This makes it hard to keep track of how property conditions are changing.
And, it makes it easy to miss areas of your building. So, one area might need maintenance, but your team forgets about it on inspections. As such, you have to spend extra replacing equipment that could have been repaired if the issue was caught sooner.
How can you avoid this?
Create a standardized inspection template – so every inspection covers all areas of your building. To make an inspection template, you need to come up with questions that address all areas of your buildings. These questions can be fill in the blank, checkbox, or even short answer questions.
Whatever format you choose, make sure it gets the information you need. So, if your team completes inspections with your template, they’ll cover the entirety of your building. And, report back to you crucial information necessary for running efficient buildings.
Although you could come up with these questions and format the template manually, inspection software can do this for you. With a variety of question styles and a premade template, creating your own inspection template can be a breeze with a building inspection tool.
Plus, inspection software has the option for your team to upload pictures, create work orders, and fill out the inspection form from anywhere. That way, you have more data about your building. And, if your team finds any issue, it can be addressed immediately – potentially saving you thousands on repairs.
Creating an inspection template is the first step in standardizing and evaluating the condition of your properties.
Step 2: Set Inspection Targets
Beyond simply creating a standardized way to inspect your properties, you need a way to make sure the inspections are getting done. With inspection targets, you can ensure that routine inspections are completed.
Your inspection template is useless if your team doesn’t actually use it. You can give it to your team and tell them to follow the steps to complete every inspection. But, there’s no guarantee that they’ll actually listen to you. Or, that they’ll do the inspection as thoroughly as you want.
The solution? Create inspection targets that your team has to meet. Set dates for routine inspections and deadlines for ad hoc inspections. And, set thoroughness targets for the inspections. That way, you can make sure your team gets inspections done regularly and how you want.
Tracking these inspection targets can be complicated and take up a lot of your time. You have to check in with every team member and manually keep track of their progress.
With inspection software, you don’t have to set aside time to manage these targets. Instead, your team inputs what they’ve done so far, and you can see it right from your software. Plus, you can automate reminders and notifications to keep your team on track – without having to add another task to your to-do list
Setting inspection targets helps you routinely get inspection data – which is the second step to standardizing and evaluating the condition of your properties.
Step 3: Monitor the Condition of Your Properties
The last step to staying on top of the condition of your buildings is to monitor inspection data. That way, you can see which properties are in good condition – and which ones need extra attention.
While collecting inspection data is important, getting building insights from it is the key. Otherwise, you’ll waste time and resources doing inspections. You’ll have a lot of data that collects dust in filing cabinets or computer folders. And, you won’t be able to get ahead of problems – and save money by solving them early.
How can you evaluate inspection data?
You need to find trends in the data. Look for any changes over time in your equipment or overall building condition. If one area of your building suddenly starts underperforming, then you know you have a potential problem. And, you can compare buildings to see if certain ones over or underperform. That way, you can make changes to your buildings to have them at peak efficiency.
To find trends in the data, you need to generate inspection summaries, reports, and analyses. You can compile these yourself – which requires hours and hours of time.
Or, you could have inspection software automatically generate it for you. With the power of computer analytics, your inspection software can help you see trends you might have missed. So you can fix problems when they’re inexpensive.
Evaluating data from your inspections is the final step in standardizing and evaluating property conditions.
Wrapping It Up
Knowing the condition of your properties is essential to having high performing buildings with low costs. However, with a haphazard inspection plan and no way to put this data to work, it’s hard to know what condition your properties are in. This makes it more likely you’ll miss problems until they’re expensive to address.
Standardizing inspections, setting inspection targets, and evaluating inspection data can help you stay informed about your buildings. And, it can help you make your buildings more efficient – leading to more revenue.
While you can standardize and evaluate the condition of your buildings manually, this is time-consuming and doesn’t produce the most accurate results. Instead, with inspection software, you can automate this process. This makes it easy to conduct information-rich inspections and get effective insights from this data.
Looking for inspection software? Consider Prism’s inspection software. With Prism’s inspection module, you can create inspection templates, set inspection targets, and get insights from your inspection data.