5 Proven Strategies for Optimizing Maintenance with a Lean Team

Many property management teams are operating with fewer hands-on deck, but the expectations for seamless maintenance and exceptional resident experiences remain as high as ever. Whether you're managing a multifamily community, a commercial space, or a mixed-use property, optimizing your maintenance operation with a lean team is not only possible, it can be a competitive advantage.

5 Proven Strategies for Optimizing Maintenance

Here are five proven strategies to help you streamline maintenance workflows and keep operations running smoothly, even when your team is stretched thin:

Prioritize Preventive Maintenance

Reactive maintenance is costly and time-consuming. Implementing a preventive maintenance schedule ensures that routine checks and services are performed consistently, reducing the risk of major breakdowns. Prioritize critical systems like HVAC, plumbing, and electrical, and use digital tools or property management software to automate reminders and track tasks. This reduces emergency work orders and helps your team stay ahead instead of playing catch-up.

Embrace Mobile Technology

Equip your maintenance technicians with mobile tools that allow them to receive, manage, and close work orders in real-time. Apps integrated with your property management platform can streamline communication, eliminate paperwork, and keep everyone aligned on task status. This is especially vital when working with fewer technicians. Every minute saved in administration is a minute gained in productivity.

Train for Versatility

Cross-training your maintenance staff builds agility. When each team member is equipped to handle a variety of basic maintenance tasks, from appliance repair to painting, they can cover more ground and reduce the need to call in specialists for every job. Hosting regular skills refreshers or using on-demand digital training programs can enhance your team’s capabilities and boost morale.

Streamline Inventory and Vendor Management

A lean maintenance team can't afford to waste time searching for tools or waiting for supplies. Implement an organized inventory system and standardize your purchasing process to minimize downtime. Develop trusted relationships with local vendors and keep essential parts on hand to avoid delays. A just-in-time inventory model, paired with bulk purchasing for commonly used items, can also reduce costs.

Leverage a Trusted Staffing Partner Like BGSF

Even with the most efficient systems in place, there will be times when your team needs an extra set of hands, whether it’s to cover PTO, respond to seasonal demand, or support larger capital projects. That’s where a trusted staffing provider like BGSF comes in.

At BGSF, we specialize in skilled trades staffing and offer a nationwide network of pre-screened maintenance professionals who are ready to hit the ground running. Our fast-track Maintenance Training Program prepares talent for everything from entry-level porter duties to HVAC-certified technician roles. Whether you need temporary support or long-term placements, our team can help you scale efficiently without sacrificing quality or resident satisfaction.

Maintain Excellence, Even with a Lean Team

Running a lean maintenance team doesn’t have to mean sacrificing service. With smart planning, the right technology, and strategic staffing partnerships, you can maintain high standards and keep your property operating smoothly, even under resource constraints.

Ready to optimize your maintenance operations? Connect with BGSF today to learn how our customized staffing solutions can help you stay ahead.