5 top tips for Mobilisation - it’s time to get on board

Posted 29 July 2019


When a new build development is completed or is being phased over to management by us as a managing agent, preparation for when the occupiers and home-owners move in begins with a critical hand-over phase.

This transition period is crucial, as staff familiarise themselves with the new site and the essential systems which help it function. These could include:

  • Fire procedures and health and safety considerations
  • Security
  • Waste disposal
  • Utilities management
  • Plant on site and all related warranties

When it’s time to get on board with the process for your site, here’s our top 5 tips:

  1. Get your managing agent on board as early as possible. Use their expertise to review any lease or transfer documentation, they’ll help to ensure it’s in line with the objectives for immediate and future maintenance of the building, and that the documents contain procedures for on-going financial control. For advice on how to choose the right managing agent read more HERE
  2. Ensure your managing agent knows the site inside out. They’ll have to understand the structure and systems of the building to be able to maintain it to the standards required. Make sure they have all resources in place to do this and can adapt to the growing complexity of new build maintenance.
  3. Make sure your building’s Operation and Maintenance (O&M) manual is completely up to date before handing over to the managing agent. You should expect the agent to run through a comprehensive checklist and provide help and guidance, to enable you to do this, and a good agent will also work with the outgoing agent. These days, there are an increasingly significant number of options for advanced systems within new build sites and facilities, and buildings requiring a rigorous routine of continuous maintenance. When this is neglected, it can become more time consuming and expensive for improvements, installations, repairs, and replacements. Your O&M manual is therefore key to protecting your investment.
  4. Build a strong, trusting relationship with your buyers. A competent managing agent will help you to do this, because they know how important it is to maintain a healthy reputation for years to come. Complete transparency is required here, and your agent should provide clear communication pieces that provide potential home owners with full details of any charges that they would have to pay, and what it will be used for, such as building maintenance to ensure Health & safety guidelines are met etc. The best managing agents will even provide training for your sales office staff, so that they can easily get this information across, and help to make that sale!
  5. Keeping the communication flowing. After the sale has been made, the relationship that your agent has with the home owners is even more important, as they need reassurance that someone is at the end of a phone for them to answer queries, sort out issues or arrange for repair works to be done. A good agent will introduce themselves to the home owner, clearly explaining how to get help and information. There should then be regular contact via appropriate and agreed channels, such as email, letter, or online portal, attending resident associations and steering groups, or via RMC board members. There should also be clearly outlined procedures for Fire Precautions and general health and safety provided within the common areas of the buildings, predominantly on notice boards. These should be kept up to date, including all contact details, in the case of a managing agent changing office location for instance.

Follow these 5 top guidelines and you will establish a strong foundation that will protect your investment for years to come. If you’d like more information, contact us using the form below and one of the team will be in touch.

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