Maintaining Compliance

If you are a landlord, managing agent, facilities or property manager who is struggling to find the time to carry out the required, and important monthly inspection of the communal areas, or are simply looking for an impartial Inspection, then read on. At Petal Property Services we understand the importance to carry out regular inspections of the communal and landlord restricted areas, contractor’s service sheets and documentation, to ensure that your property is compliant.

Regular Inspections are a vital element of any safety management system. They should be used to determine whether you are meeting the standards you have set for your workplace and work activities. They are important because if they are carried out effectively, they allow you to identify and remedy problems before they become more serious or result in an incident or accident. Some inspections are required by law – most people will be familiar with the need for an annual inspection and safety check on gas boilers however examples of other statutory inspections that should be carried out by a competent person include equipment such as lifting equipment, local exhaust ventilation and pressure vessels.

WHY ARE REGULAR INSPECTIONS IMPORTANT?

As a landlord or managing agent, you must provide a safe and secure environment for the residents, workers, contractors and members of the public. Petal Property Services provide a regular and highly-detailed inspection service for any vacant or occupied property including commercial (multi tenanted), residential, student accommodation, retails stores, industrial sites and business parks.

Utilising bespoke reporting and auditing software via an iphone or ipad, we deliver an unparalleled standard of service and pride ourselves on our 246 point check in real-time, including supporting photographic evidence, thus enabling the client to be made immediately aware of any situation that requires action.

WHAT ARE INSPECTIONS?

In essence, Inspections are a way of systematically checking that your working environment and procedures are meeting the required standards. An inspection should identify hazards and be your first step in introducing measures to improve conditions. They can be formal, informal, recorded or unrecorded, but what is important is that they are carried out to a set standard at an appropriate frequency.

WHAT ARE THE BENEFITS?

Successful facilities management operations have to continually meet the highest standards. This means that processes need to be completed to the same level, time after time, whoever is carrying them out and, for multi-site operations, wherever they are being implemented. At the same time facilities management providers have to carry out a multitude of tasks to ensure that a building is running smoothly and safely.

How can they therefore ensure consistency and control over all activities? Previously the only answer has been through paper-based handbooks and checklists which were manually filled in and filed in spreadsheets. Not only is this time-consuming for staff on the ground, it also fails to provide much in the way of control or guidance. There is no real-time picture of what is happening available to managers, especially if they are not based at a particular site.

Even more importantly there is no guarantee that staff are carrying out their responsibilities exactly as specified in the process document, meaning you could be in breach of agreed service level agreements without even knowing it. Paper-based checklists only give a partial picture, which is why a growing number of organisations are changing their processes to digital technology.

WHAT IS INCLUDED WITHIN THE INSPECTION?

Our inspections are a visual survey of which will include a review of all H&S, legislative and statutory building documentation such as, domestic water management, fire safety, fire risk assessments, fixed wire testing, lift & plant Insurance Inspections, PAT, gates & barriers, emergency lighting, asbestos surveys, H&S Audits, M&E and sub-contractor service records, landscaping, general waste and housekeeping, utility meter reading, general house keeping, waste management, slips, trips & falls and so much more.

Upon completion of the audit, the completed check list can be forwarded in PDF format via email or drop box thus enabling the competent person or budget holder to progress any urgent matters with a contractor of their choosing.

WHO IS AFFECTED & MOST AT RISK?

Everyone who visits your workplace or is affected by your work activities could be at risk if you fail to identify an issue that could cause harm or damage to person(s).

HOW REGULAR SHOULD I CARRY OUT AN INSPECTION?

Property Inspections can be carried out on a weekly, monthly or on an annual basis or as required. We are able to carry out an annual audit in preparation for the statutory annual Fire, H&S and Water Risk Assessments. Our check list is designed to be simple but effective, and can be tailored to meet our clients’ individual needs including incorporating your own branding.

We go that extra mile to ensure our reports are as detailed as possible and are reported back to our clients in a timely manner.

WHAT DOES THE LAW SAY?

General Health and Safety Legislation requires landlords, managing agents, or employers to provide a safe place of work, safe access and egress and safe plant, equipment and systems of work. You need to carry out inspections in order to see whether you are providing and maintaining a safe workplace and working arrangements.

As stated above, there are some specific requirements for inspection such as;-

  • The Lifting Equipment and Lifting Operations Regulations (LOLER)