Maximizing ROI with Maintenance Efficiency

Unlocking Efficiency in Maintenance: The Key to Cost Savings and Resident Satisfaction

In the multifamily industry, maintenance efficiency is a cornerstone of successful property operations. Yet many properties still rely on outdated, manual processes pen and paper tracking, spreadsheets, and post-completion data entry into property management systems (PMS). These inefficiencies not only drain your team’s time but also increase operational costs and lead to frustrated residents.

Adopting a reliable digital system like AppWork can transform your maintenance process, driving cost savings, improving resident satisfaction, and unlocking measurable ROI.

The Inefficiencies of Traditional Maintenance Processes

Traditional maintenance workflows are riddled with inefficiencies that waste time and resources. Here’s a breakdown of common problems:

1. Manual Work Order Tracking:
   Technicians often record work orders on paper while on-site, only to later enter them into the PMS system back at the office. This double-handling adds unnecessary steps to the process.

2. Lost Time Due to Lack of Information:
   Without instant access to work order history, technicians may arrive on-site unprepared, leading to delays as they troubleshoot problems that could have been avoided with prior context.

3. No System for Accountability:
   Traditional systems often fail to track callbacks or follow-ups, allowing recurring issues to slip through the cracks. Technicians are less likely to feel accountable for getting the job done right the first time.

Quantifying the Cost of Inefficiency

Let’s examine the impact of these inefficiencies on a 2,500-unit portfolio, assuming each unit generates 3 work orders annually:

Total Work Orders Annually: 7,500.

Time to Complete a Work Order (Traditional Method):

• Field work: 25 minutes.
• Recording details: 10 minutes.
• Entering into the PMS: 10 minutes.
• Total Time per Work Order: 45 minutes.

Total Time Spent Annually (Traditional Method):
7,500 work orders × 45 minutes = 5,625 hours.

With a Reliable Digital System
A system like AppWork eliminates duplicate data entry and provides technicians with instant access to work order history, reducing total time spent per work order to approximately 30 minutes.

Total Time Spent Annually (AppWork):
7,500 work orders × 30 minutes = 3,750 hours.

Time Savings:
5,625 hours - 3,750 hours = 1,875 hours saved annually.

The ROI of Increased Efficiency

By saving 1,875 hours annually and assuming an average hourly wage of $25 for maintenance technicians, a 2,500-unit portfolio could save:
$25 × 1,875 hours = $46,875 annually.

But that’s just the beginning. Increased efficiency also allows technicians to complete more work orders, reducing delays, improving response times, and boosting resident satisfaction. For example, a 10% increase in work order capacity could enable teams to handle an additional 750 work orders annually without additional staffing costs.

How AppWork Drives Even Greater Efficiency

AppWork doesn’t just save time it optimizes the entire maintenance process, creating efficiencies that extend far beyond time savings:

Access to Work Order History:
Technicians arrive at each job with full context, including previous repairs and resident notes. This minimizes troubleshooting time and ensures repairs are completed correctly the first time.

Tracking Callbacks:
AppWork tracks callbacks and flags recurring issues, encouraging technicians to focus on quality during their initial visit. This reduces repeat work orders, saving time and enhancing resident trust.

Proactive Task Assignment:
AppWork’s intelligent routing system assigns tasks based on priority, location, and technician availability, further streamlining workflows.

Improved Resident Satisfaction:
Faster response times and fewer callbacks lead to happier residents. Satisfied residents are more likely to renew their leases, contributing to higher retention rates and additional cost savings.

The Bigger Picture: Cost Savings Across a Portfolio

For a 2,500-unit portfolio, the benefits of efficiency extend beyond direct labor savings:

Reduced Work Orders:
AppWork’s ability to reduce callbacks and improve first-time fix rates could lower total work orders by 10% annually, saving another $11,250 (750 fewer work orders × $15 per work order in technician time).

Improved Retention:
Enhanced maintenance efficiency improves the resident experience, reducing turnover. A 2% increase in retention across a 2,500-unit portfolio could save $125,000 annually (50 fewer turnovers × $2,500 turnover cost).

Total Estimated Savings with AppWork:

• Labor savings: $46,875 annually.
• Reduced work orders: $11,250 annually.
• Improved retention: $125,000 annually.
• Total Annual ROI: $183,125 annually.

Efficiency Is the Key to Success

Efficiency in maintenance isn’t just about completing work orders faster it’s about creating a seamless process that benefits both your team and your residents. With a system like AppWork, you can reduce time spent on administrative tasks, improve work order accuracy, and foster resident satisfaction—all while saving thousands of dollars annually.

For a 2,500-unit portfolio, the financial benefits are clear: streamlined operations, fewer callbacks, happier residents, and an estimated ROI of over $180,000 annually.

Ready to unlock the full potential of your maintenance team? Contact us today to learn how AppWork can transform your maintenance operations and boost your bottom line!

AppWork was created by property managers who understand the real challenges of running multifamily communities. Having worked in the industry, AppWork designed solutions to streamline operations, empower maintenance teams, and enhance efficiency. With tools like work order tracking, digital make ready boards, and advanced inspection software, AppWork helps communities stay organized and proactive. Discover how AppWork can transform your property management processes and improve tenant satisfaction.