How to Keep Everyone Safe and Business Running During the Pandemic

These are unprecedented times. A pandemic has swept the world, forcing entire countries to shut down. According to researchers, the most effective way to slow the spread of COVID-19 has been to implement social distancing. As we all navigate this “new normal” in our personal lives, we must also make adjustments in our professional world. The Centers for Disease Control and Prevention (CDC) have implemented several mitigation strategies for businesses. In addition, consider the following 7 tips for maintaining social distancing for property managers and tenants:

1.      Develop a Plan

The Interstate of Real Estate Management (IREM) has a number of resources for ensuring the safety of your employees, tenants, and owners during the COVID-19 pandemic. Their comprehensive Pandemic Guide for Real Estate Managers recommends developing a strategic plan and breaking it into phases, always being ready to adjust depending on how the outbreak is affecting your region. You will want to review your workplace policies with all staff and determine what employees can work from home to abide by “stay-at-home” orders in your area.

2.      Communicate Often and Effectively

During this time, it is more important than ever to stay connected. Consider using automated messaging through text or email to send regular updates to tenants and staff regarding COVID-19. Any changes to routine business, such as how to submit maintenance requests or how to pay rent, should be spelled out clearly to tenants.

Be transparent about what you are doing in these uncertain times, always addressing the needs and concerns of your staff, homeowners, and renters. IREM recommends sending a “Tenant Advisory” to inform residents of your cleaning policies and precautions that you are taking amidst the crisis, as well as providing information about how they can protect themselves.

3.      Move Everything Online

In order to maintain social distancing, consider moving everything online, including rent collection, maintenance requests, and other forms. Social distancing requires limiting any in-person interaction, moving transactions to a virtual portal can help eliminate the need for person-to-person contact.

4.      Only Make Emergency Repair Calls

Part of your pandemic plan should include what are considered emergency repair requests. During this time, some non-emergency repair calls may have to wait until it is safe for maintenance staff to enter residences without protective gear. Establish a clear policy for what qualifies as an emergency repair and communicate how the repair will be done while maintaining social distancing (such as asking the tenant to remain in another room while the repair is being completed). Review the State of California’s Department of Consumer Affairs guidance for what conditions make a residence uninhabitable and should be considered as emergency repairs.

5.      Consider Virtual Tours and Video Calls

Now, more than ever, technology has proven critical to maintaining productivity. Take a moment to consider what functions you could move to a virtual platform. Virtual tours of properties have become the norm. Take some time to familiarize yourself with the process of conducting all of your business online and over the phone. You can do staff meetings via Zoom or another online meeting platform and consider offering video conferences with concerned residents.

6.      Conduct (Online) Training Sessions

There is a lot of information circulating about best practices and how to implement social distancing policies at workplaces. Be sure that your staff is on the same page by conducting training sessions. Make sure that you inform employees of the steps you are taking to limit the spread of the disease and how you will help protect them from getting sick. Provide information on what to do if they are ill and make a plan for what to do if essential staff is unable to work because of illness.

7.      Be Ready and Willing to Adapt

Because the novel coronavirus is a rapidly changing event, all businesses must learn to adapt quickly to the evolving guidelines. Make sure that you are ready and willing to embrace changes that may come regarding how to control the infection and steps to take to protect staff, tenants, and homeowners.

We’re Here to Help

At Southern California Real Estate Management, we are here to help. If you need more information about how to maintain productivity while keeping your staff and tenants safe, call our offices. We have serviced Santa Clarita Valley for over 30 years, providing unparalleled real estate management services to property owners throughout the area. Contact SCREM today at (661) 417-0637 to see how we can help.