With the expense of maintaining properties and the rising costs of energy bills, it makes economical and practical sense for certain buildings to serve multiple purposes or undergo seasonal changes in use.
This scenario is often true for sports facilities, retail premises, and educational buildings. For example, universities or colleges might be closed to students when term ends and open as temporary holiday lets for the public at other times. For landlords, agents, concierge teams, and managers looking after student accommodation, having flexibility for a premises to switch use allows owners to maximise their assets' potential. However, doing so can present unique challenges in terms of maintenance and security.
This article explores how to effectively manage properties during seasonal shifts, focusing on the maintenance and security aspects of multi-purpose buildings and those that experience 'change-of-use' scenarios.
Understanding shifts in property use
It is common for commercial properties to change their usage. Seasonal shifts in property use occur when buildings alter their primary function for a period of time. Common examples are educational facilities that are hired out during summer breaks for conferences or events. Companies such as universityrooms.com can provide a less expensive option as a holiday let. This is especially the case for those visiting historic cities, sightseeing in different parts of the UK, and attending a variety of events outside of term times.
It can make sense for buildings and leisure venues to be temporarily adapted to host non-sporting events, trade shows, and concerts. They might only alter slightly to accommodate different sporting surfaces or practice spaces for golf, cricket, and other games. When the football season ends at Wembley Stadium, the venue has a busy calendar of events while smaller sport venues switch become multi-use out of season.
Additionally, community centres can permit change-of-use for managers to welcome various alternative uses and activities throughout the year, from local clubs to private functions. Other commercial properties shift operations in response to seasonal business fluctuations, such as retail spaces that convert to pop-ups and temporary art or entertainment spaces. Landlords are receptive to pop-ups and alternative usage as these options allow them to fill vacant properties that might otherwise lie empty waiting for a long-term occupant.
Adapting maintenance routines
Any changes of use for a property, for whatever reason, can significantly impact how a property needs to be maintained and secured. Let's delve into the key considerations for managing these transitions effectively. Before a property undergoes a change in use, it's important to conduct a ‘pre-shift inspection’ which demands a thorough check of the property’s interiors, doors, windows, and all other associated external buildings.
Timely inspections can help to identify any existing issues and ensure the building is ready for its new purpose. Key areas to focus on include:
- The structural integrity should be assessed to ensure the building can safely accommodate its new use.
- Plumbing and electrical systems need to be checked for any potential issues or necessary upgrades.
- HVAC functionality must be verified to ensure comfort for the new occupants or activities.
- Building safety in mixed use properties will make thorough checks around equipment such as fire alarms and extinguishers should be tested and certified as fully operational.
- General cleanliness should be addressed to present the property in its best light.
Different uses might often mean different cleaning requirements. For instance, a university room used for summer conferences may need more frequent cleaning than during term time, so a flexible cleaning schedule that can be easily adapted might work best.
Implementing preventative maintenance
Preventive maintenance checks and inspections are also important in buildings that switch use or change during different seasons. The range and regularity of changes can put more stress on buildings in general so Planned Preventative Maintenance Programmes (PPMPS) are useful to minimise the risks and mitigate problems in the short and longer term.
Addressing wear and tear promptly will prevent minor problems from escalating. This might involve repairing flooring, touching up paintwork, or fixing minor damage to furniture and fittings. Ongoing seasonal maintenance can save cash and timely repair work when you least need to spend the time or money. Therefore, consider carrying out ongoing maintenance checks, such as:
- Regular HVAC system checks should be conducted and filters changed to maintain air quality.
- Plumbing system inspections and maintenance to prevent leaks or blockages.
- Electrical system reviews to ensure safety and efficiency.
- Roof and gutter inspections especially before and after seasons with heavy rainfall.
Similarly, you might want to take advantage of seasonal changes to implement energy-saving measures, and tick off sustainable maintenance jobs. It might be a good time to carry out an energy audit to identify areas for improvement, install energy-efficient upgrades to reduce electricity consumption, and upgrade HVAC systems during major change-overs.
Enhancing security measures
As the property's use changes, so too should its access control measures. To better control, track, and manage keys shared between property managers following shifts in use, up to date technology can ensure multiple locks in larger or commercial properties are secured ahead of changes and maintenance checks.
Likewise, for everyone looking after to security locks, systems, and cameras, whether that agents, and building concierge teams, it might be worth consider implementing:
- Temporary key systems for managing short-term visitors effectively.
- Time-limited access codes for specific events or limited periods of use.
- Monitored entry points should be established during busy times to enhance security.
If you need to update security protocols, different uses may require different security methods so ensure temporary users are briefed on the relevant security measures. This is especially valid in relation to emergency evacuation procedures, systems for reporting suspicious activity needs, and security equipment that might need to be demonstrated to relevant parties managing the buildings.
Consider upgrading or adjusting your surveillance systems to accommodate changes in use. This might involve installing temporary cameras in busy areas or to cover new areas, and security guards during events. If the property contains valuable equipment or sensitive data, ensure these are properly secured or locked away during periods of change to prevent theft or damage.
Managing properties during seasonal shifts presents unique challenges, but with careful planning and adaptable strategies, it's possible to maintain high standards of maintenance and security throughout these transitions. By focusing on flexible maintenance routines, enhanced security measures, and efficient management, property owners, agents and concierge teams can ensure their buildings remain safe, functional, and economical.
Remember, the key to success lies in anticipating changes, remaining flexible, and always prioritising the safety, best management, and cost efficiency of all building users in multi-purpose and seasonally shifting properties.