Knowing how to deal with service providers within a condominium is one of the main challenges of a syndic. After all, there are a series of activities to be carried out and any failure in the execution or security compromise can affect residents.
It is common for these services to have hired and outsourced labor. But, regardless of the working model, it’s essential to create strategies to monitor performance and verify that employees are acting with an adequate posture.
But after all, how to do this in practice? That’s what you’ll see next! Check it out:
Discover 7 valuable tips for dealing with service providers
One of the functions of the syndic is to manage the work of the professionals who perform the necessary tasks for the good condominium progress. In addition, in case of problems with employees, the professional can be held legally liable.
In this scenario, one can never be too careful. So, check out 7 practices that will help deal with service providers in the enterprise:
Verify the documents of the people hired
The first step to ensure the safety of the condominium is to analyze the repute of the company or contracted professional. For that, the syndic must demand documentation and certifications that demonstrate they are up to date with the legislation and unions, for example.
In addition, in the case of outsourced companies, it is important to check their reputation in the market, as this minimizes problems that occur at various levels.
Create a service providers register
Another important action the syndic must perform is the creation of a register with the data of professionals who will work in the common areas of the condominium or in the units.
The document must also contain the entry and exit times of each provider so that they don’t go beyond the determined period and circulate through the enterprise without reason.
This helps in security, in the access control by those in charge of the reception, and also so that the administration knows who are the people who are circulating in the environments.
In addition, in the event of any problem, it is easier to know who was at the site and thus take the necessary steps.
Require tenants to comply with the term of responsibility
When works or renovations are to take place in apartments, the residents must present the syndic with a Term of Responsibility for Works. This practice is included in Brazilian norm technique 16280, of the Brazilian National Standards Organization, which aims at security in Brazilian condominiums.
Thus, the condominium manager must ask the condominium owner to pass the data of the service providers in advance. The action helps the ordinance to control entrances and exits and leaves no doubt about who is authorized —or not— to enter the enterprise.
Make at least three budgets
A smart way to deal with service providers in a condominium is to make at least three budgets before hiring. After all, any savings in the condominium share is welcome!
However, it is important to stress that, even though the price is low, that’s not the only factor that must be taken into account. In this respect, it is important to weigh the cost-benefit of each company.
Request a detailed contract
Another essential strategy of condominium management to deal with service providers is to request a detailed contract on everything that will be carried out in the condominium. As much as a proposal is presented that includes all services, it is ideal that this is documented to avoid losses.
This is because, in case of failures during the process, management has ways to prove what was promised and to demand a solution from the contractor.
Make payments in installments
One of the mistakes when dealing with service providers is to make full payment for the work before it is completed. That’s because you never know what might happen along the way.
When making payments in installments, if there are disagreements, misconduct, or poor performance, it is possible to switch suppliers without causing major losses to the syndic and tenants.
Ask for references
Asking for references from companies or professionals never hurts. Therefore, when hiring certain services, the syndic should talk to those who are already clients to find out about their experience with that provider.
In addition, with the variety of online channels, it is possible to analyze evaluations on the companies’ social networks or on claiming websites. Attitudes like this minimize the chances of problems and losses.
It is also worth highlighting the importance of requesting receipts and invoices for the work performed as a way to claim the rights of the condominium, if necessary.
We hope that our tips on how to deal with service providers will be useful for your management. How about knowing more about other related subjects? So, read our post about 5 smart tips to lower the costs of the condo!