Emergencies can strike when you least expect it and, as a property manager, you don’t just need to react, you need to lead. Wildfires, hurricanes, flooding — each potential disaster brings its own unique set of challenges. And, when they hit, it’s not just property damage you need to be worried about — it’s also the safety of your tenants. That needs to be a priority.
In these situations, you need to react fast. But you also need to be smart. Having a solid risk management plan in place will ensure you can navigate the chaos effectively, protecting your tenants and preventing unnecessary legal troubles for yourself. Preparation is everything.
Understanding Emergency Challenges
Property managers don’t get to sit back during an emergency. You’re at the front line. When disaster hits, tenants will turn to you for answers — and they want them fast. Even though you and your family may also be facing an emergency.
Some common challenges you are likely to come across when working as a property manager in emergency conditions are:
Property Damage
Whether it’s structural damage, waterlogged homes, fallen trees, or tenants evacuated due to wildfires. In any case, you’ll need to navigate the challenges quickly and efficiently. When it’s safe, tenants and property owners will be relying on you to assess and repair the damage.
Tenant Safety Concerns
Emotions can run high in emergencies, leading to panic and anxiety. Tenants may be scared for their safety. This can complicate your disaster response in times of crisis.
Information Overload
With tenants reaching out, contractors to contact, and repairs to coordinate, managing everything can quickly get overwhelming. It’s a balancing act where one wrong move could lead to something crucial slipping through the cracks, leaving you vulnerable to a potential lawsuit.
The Consequences of Being Unprepared
An emergency plan is like a lifeline. Without it, you’re treading in dangerous waters. When property managers are unprepared, things can spiral fast. There are legal risks, and you also need to ensure your tenants don’t feel neglected. If they think you’ve not acted in their interests and safety, they may sue for negligence. And lawsuits can be costly.
Reputation damage is also a risk when it comes to managing emergencies as a property manager. It doesn’t take much for the word to get around. If you mishandle a crisis, your reputation as a reliable property manager can be shattered overnight.
Risk Management Tips for Property Managers
1. Conduct Regular Safety Checks
The best time to prepare for an emergency is well before the emergency happens. Regular safety checks are crucial. Emergency equipment like fire extinguishers, sprinklers, smoke detectors, etc. should be inspected annually.
Plan for all types of emergencies, for example, wildfires, hurricanes, and floods. Keep brush away from the property and trees trimmed, especially those close to structures. Ensure maintenance for all of the properties you manage is up-to-date and any defects or issues are fixed promptly to prevent disasters that could have been avoided.
2. Have an Emergency Plan for Each Property
When it comes to apartment buildings and condos, ensure that evacuation procedures are clearly posted, and your tenants know exactly what to do in an emergency. You and your team will also need information on each property including:
- Evacuation routes and where emergency exits are located
- Emergency contact information for each resident
- Location and instructions for gas, electricity, and water shut-off for each property
- Emergency maintenance contact who can handle shut-offs or any other emergency repairs
It is impossible for one person to be on call 24 hours a day. So property managers need to have good systems and records in place so that other members of your team can help as necessary. When everyone knows their role, chaos turns into order, and risks are minimized.
3. Plan to Prioritize Tenant Requests Based on Urgency
Emergencies mean you’ll likely be flooded with tenant requests. The key is to stay organized. Some issues are immediate — for example, flooding, structural damage, and electrical hazards. Prioritize these. Other requests? Have a plan to log them, and follow up once the immediate dangers are addressed. When a disaster happens, it will be all about triaging and dealing with the most serious issues first.
4. Establish a Clear and Consistent Communication Plan
Communication can make or break your handling of an emergency. Tenants need to hear from you, and you need to be responsive. Set up a system for mass communication: emails, group texts, and social media updates. Keep tenants informed about what’s happening. Keeping up communications can help to keep any panic at bay among your tenants (and property owners, for that matter).
5. Build a Network of Trusted Contractors
Build relationships with trusted contractors and ensure they’re ready to act at a moment’s notice. When repairs need to happen now, not later, you’ll be glad you have a reliable network on standby ready to help you and your tenants.
6. Keep Your Own Emergency Contacts Updated
Make sure your emergency contact list is current. It sounds simple, but it’s essential. Local authorities, fire departments, contractors — having all of these numbers on hand saves time in an emergency.
Protect Your Property Management Business
As a property manager, you deal with risks every day. When emergencies occur, the risks can skyrocket. Those risks could lead to lawsuits and extensive financial impacts. To protect your property management business, you should have comprehensive Property Management Errors and Omissions insurance..
As part of one of the largest insurance brokers in the world, CRES has access to more Property Manager Errors & Omissions Insurance plans than just about anyone else. And with CRES E&O + ClaimPrevent®, you’ll also get access to Pre-Claim Legal Help to address risks and legal issues before they escalate, effectively preventing claims.
To learn more and obtain a quote, contact the CRES team at 800.880.2747.
