Digital Efficiency in Property Maintenance Management

Digital Efficiency in Property Maintenance Management 

"Tasks are allocated directly according to contracts using the updated property maintenance management system. This way, every employee knows their daily tasks and schedule. It’s a really practical and quick way to organize the day’s tasks for multiple workers, notes Kiinteistöhuolto Tuohenmaa’s office manager, Tonya Tuohenmaa"

The daily distribution of tasks to property and outdoor maintenance staff has significantly improved with our property maintenance management system. I assign the day's work tasks to responsible individuals from my computer and can track the completed activities throughout the day, if I wish. With the help of the property maintenance management system, we’ve completely eliminated the need for me to go through tasks by phone or distribute them via email at the start of the day. Tasks are allocated directly according to contracts using the updated property maintenance management system. This way, every employee knows their daily tasks and schedule. It’s a really practical and quick way to organize the day’s tasks for multiple workers, notes Kiinteistöhuolto Tuohenmaa’s office manager, Tonya Tuohenmaa. 

Automation and Daily Routines Simplify Work 

"A particularly appreciated feature among maintenance staff is the ability to log spare parts used in installations directly into the system via a barcode scanner. As the work is completed, information about the replaced parts is stored immediately. No separate paperwork or data entry back at the office is required. This ensures that the invoice reflects all completed work, and nothing is left unbilled" 

The automation of recurring tasks and predefined daily routines has brought significant relief to daily chores, both for myself and for the employees. Each of our employees has a work phone, which they use to receive tasks and mark them as completed. Our outdoor area workers can easily view their daily activities in the mobile app first thing in the morning. Daily routines and scheduled tasks can be viewed directly through the mobile-enabled property maintenance management app. 

Tasks are received, marked as started, and confirmed as completed on-site. Daily rounds make use of location data, which is necessary, for example, when proving that streets have been sanded in the early morning hours. This is a helpful feature if something unexpected happens, and it’s necessary to verify that property maintenance tasks have been completed. 

All necessary information about a task is stored in the system. A particularly appreciated feature among maintenance staff is the ability to log spare parts used in installations directly into the system via a barcode scanner. As the work is completed, information about the replaced parts is stored immediately. No separate paperwork or data entry back at the office is required. This ensures that the invoice reflects all completed work, and nothing is left unbilled. 

Invoicing Still Done on Paper 

Tonya invoices her clients using paper invoices generated through the property maintenance management system. We haven’t yet integrated the system directly into an electronic billing system, so we continue to create invoices in the property maintenance management system and print them on paper. The paper invoices are sent to clients by mail. This approach has been most suitable for us since many partners still prefer to operate this way. However, we intend to move towards electronic invoicing in the near future, but only time will tell when we’ll reach that point, Tonya reflects. 

Development Continues Based on User Experiences and Feedback 

According to Tuohenmaa, their property caretakers have adapted well to using the management system and appreciate its work-facilitating features. The only minor issue I see is that the buttons on the small phone screen are quite tiny. Occasionally, a task ends too early when a finger accidentally hits the button to end the task. Of course, the task can be restarted, but this creates additional work for both me and the person performing the task. I'm sure improvements will be made in the future by the system provider – laughs Tonya. 

Kiinteistöhuolto Tuohenmaa Oy 

Kiinteistöhuolto Tuohenmaa Oy is a property maintenance company based in Orimattila, specializing in the upkeep and maintenance of properties, particularly outdoor areas. Currently, the company employs seven property caretakers and has Tonya as the office manager. The company has experience with both the former and current versions of the property maintenance management system. The system has been part of our daily operations for over five years, and now that the software has been updated to a new version, we believe the collaboration will continue for the coming years with Avaa Solution Oy.