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CRAIG ADDICKS- PROPERTY ANALYSTCRAIG ADDICKS- PROPERTY ANALYSTMANAGER . BALTIMORE MARYLAND MANAGER . BALTIMORE MARYLAND

EFFECTIVE PROPERTY EFFECTIVE PROPERTY MANAGEMENT COMMUNICATIONMANAGEMENT COMMUNICATION

NPMA NES PRESENTATION June 2014NPMA NES PRESENTATION June 2014

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ASK YOURSELF - WHAT ASK YOURSELF - WHAT MESSAGE(S) DOES YOUR MESSAGE(S) DOES YOUR

PROPERTY MANAGEMENT TEAM PROPERTY MANAGEMENT TEAM COMMUNICATE TO YOUR COMMUNICATE TO YOUR

EMPLOYEES?EMPLOYEES?

• OR IS THERE ANYTHING AT ALL OR IS THERE ANYTHING AT ALL BEING COMMUNICATED THAT LETS BEING COMMUNICATED THAT LETS EMPLOYEES KNOW ANYTHING EMPLOYEES KNOW ANYTHING ABOUT PROPERTY MANAGEMENT?ABOUT PROPERTY MANAGEMENT?

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CAN THE EMPLOYEES AT YOUR CAN THE EMPLOYEES AT YOUR SITE ANSWER THESE SITE ANSWER THESE QUESTIONS?QUESTIONS?

• WHAT IS PROPERTY MANAGEMENT ? (Do they WHAT IS PROPERTY MANAGEMENT ? (Do they mow the lawn?)mow the lawn?)

• WHY ARE THEY IMPORTANT? (So what? They WHY ARE THEY IMPORTANT? (So what? They Manage Property- but what does that matter? Manage Property- but what does that matter? Business Systems Rule)Business Systems Rule)

• WHO ARE THEY?- (Are they sitting right next to WHO ARE THEY?- (Are they sitting right next to YOU and YOU didn’t even know it)YOU and YOU didn’t even know it)

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If you answered with uncertainty If you answered with uncertainty to any of the previous questions to any of the previous questions on the previous slide ------on the previous slide ------

• You need to start the You need to start the Communication of Property Communication of Property Management’s message to your Management’s message to your site employeessite employees!!

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What do you do first?What do you do first?

• Approach YOUR Management to Get Buy In for Approach YOUR Management to Get Buy In for Establishing a Property Management Communication Establishing a Property Management Communication CommitteeCommittee

• Pick a Chairperson to Lead the Committee and ask for Pick a Chairperson to Lead the Committee and ask for volunteers to be on the committee. Most effective number volunteers to be on the committee. Most effective number of volunteers is usually 5-7 representatives. of volunteers is usually 5-7 representatives.

• Determine a Mission Statement, Objectives, and Goals for Determine a Mission Statement, Objectives, and Goals for the defining the committee’s purposethe defining the committee’s purpose

• Develop a Communication Strategy of how the mission Develop a Communication Strategy of how the mission statement, objectives and Goals are going to be statement, objectives and Goals are going to be communicated to the site employees. If you have a communicated to the site employees. If you have a communications department, sometimes they are willing to communications department, sometimes they are willing to do this for you in order to make sure that consistency is do this for you in order to make sure that consistency is maintained and it is done within company policy guidelinesmaintained and it is done within company policy guidelines

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Developing A Property Management Developing A Property Management Communications PlanCommunications Plan

1. 1. Determine ObjectivesDetermine Objectives. These could be some of . These could be some of them:them:

• Ensure the recording, protection, preservation and maintenance of government/customer property in the possession of or under the control of Property Management by complying with applicable contract provisions, government regulations, and company policy and procedures.

• Provide leadership and structure for the uniform control of property across the business.

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Developing a Property Management Developing a Property Management Communications Plan (continued)Communications Plan (continued)

2. Determine Goals

•Inform employees about what property is and the impact it has on our business•Inform employees about who the property team is•Inform employees of the benefits and requirements of protecting, preserving and maintaining all company and government owned property •Inform employees what their responsibility is in taking care of company and government owned property

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Developing Property Management Developing Property Management Communication Plan (continued)Communication Plan (continued)

3. Identify Key Messages

•Almost all property can be separated into two basic groups: company-owned and government-owned.

•Property Control is important to a company’s future; when we lose or misuse property, we lose money. The government can also fine us if their property is damaged or lost, resulting in potential loss of business, progress payments and damage to our customer relationships.

•You are responsible for the property assigned to you and also property that you may be using; treat it like it belongs to you!

•When in doubt, contact your site property administrator who can answer your questions and guide you in the right direction.

•Do not accept property on a contract or dispose of any property without coordinating it with Property Administration

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Developing a Property Management Developing a Property Management Communications Plan (continued)Communications Plan (continued)

ONCE THE COMMUNICATION PLAN IS ONCE THE COMMUNICATION PLAN IS DEVELOPED- DEVELOPED-

FOCUS ON THE TACTICS OF YOUR PLAN!FOCUS ON THE TACTICS OF YOUR PLAN!

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Developing a Property Management Developing a Property Management Communications Plan (continued) Communications Plan (continued)

• 4. 4. Tactics- ArticlesTactics- Articles

• DESIGNATE SOMEONE ON THE COMMITTEE TO DRAFT AN DESIGNATE SOMEONE ON THE COMMITTEE TO DRAFT AN ARTICLE ON ANY PROPERTY MANAGEMENT TOPIC THAT THEY ARTICLE ON ANY PROPERTY MANAGEMENT TOPIC THAT THEY KNOW AND FEEL COMFORTABLE WRITING ABOUT DUE TO KNOW AND FEEL COMFORTABLE WRITING ABOUT DUE TO THEIR KNOWLEDGE STRENGTHS.THEIR KNOWLEDGE STRENGTHS.

• ROUTE THE ARTICLE TO TEAM FOR REVIEW ROUTE THE ARTICLE TO TEAM FOR REVIEW

• PUBLISH THE ARTICLE ON HOMPAGE OR INTERNAL PUBLISH THE ARTICLE ON HOMPAGE OR INTERNAL NEWSLETTERSNEWSLETTERS

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Developing a Property Management Developing a Property Management Communications Plan (continued)Communications Plan (continued)

• 4. 4. Tactics – NEWSLETTERSTactics – NEWSLETTERS

• DOES YOU COMPANY HAVE A PROPERTY MANAGEMENT DOES YOU COMPANY HAVE A PROPERTY MANAGEMENT NEWSLETTER OR MASS E-MAILING TO ADDRESS NEWSLETTER OR MASS E-MAILING TO ADDRESS CERTAIN TOPICS?CERTAIN TOPICS?

• IF NOT, IS THE COMMITTEE ABLE AND WILLING TO INVEST IF NOT, IS THE COMMITTEE ABLE AND WILLING TO INVEST THE TIME AND EFFORT TO CREATING AND MAINITAINING THE TIME AND EFFORT TO CREATING AND MAINITAINING ONE?ONE?

• DO OTHER FUNCTIONS HAVE AN ESTABLISHED DO OTHER FUNCTIONS HAVE AN ESTABLISHED NEWSLETTER THAT THEY MAY ALLOW PROPERTY NEWSLETTER THAT THEY MAY ALLOW PROPERTY MANAGEMENT ARTICLES TO BE PUBLISHED- I.E. MANAGEMENT ARTICLES TO BE PUBLISHED- I.E. ENGINEERING/OPERATIONS?ENGINEERING/OPERATIONS?

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Developing a Property Management Developing a Property Management Communications Plan (continued) Communications Plan (continued)

• 4. 4. TACTICS - PLASMA SCREEN MESSAGESTACTICS - PLASMA SCREEN MESSAGES

• SHORT CONCISE “DID YOU KNOW” KIND OF FACTS THAT TEACHES SHORT CONCISE “DID YOU KNOW” KIND OF FACTS THAT TEACHES PROPERTY MANAGEMENT FUNDAMENTALSPROPERTY MANAGEMENT FUNDAMENTALS

• USUALLY NO MORE THAN 10-15 WORDS USUALLY NO MORE THAN 10-15 WORDS

Examples:Examples:

• ““DID YOU KNOW “DID YOU KNOW “Whenever Property is lost, damaged or destroyed, you need to contact Property Management first.”

• “DID YOU KNOW “Government Property" includes both government-furnished and contractor-acquired property

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Developing a Property Management Developing a Property Management Communications Plan (continued) Communications Plan (continued)

4. TACTICS- 4. TACTICS- IDENTIFY A PROPERTY MANAGEMENT DAY OR IDENTIFY A PROPERTY MANAGEMENT DAY OR MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MANAGEMENTMANAGEMENT

• Identify a day/monthIdentify a day/month for a common Property Awareness Day/Month for a common Property Awareness Day/Month across sites. across sites.

• Define a Purpose For the event- Define a Purpose For the event- To introduce employees to To introduce employees to Property Management staff at all sites and help answer common Property Management staff at all sites and help answer common questions.questions.

• Develop a Common themeDevelop a Common theme

• Develop a Common Poster/BrochureDevelop a Common Poster/Brochure

• Follow up with a common articleFollow up with a common article applicable to your site (s) that applicable to your site (s) that coincides with the common theme.coincides with the common theme.

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Developing a Property Management Developing a Property Management Communications Plan (continued) Communications Plan (continued)

4. TACTICS- 4. TACTICS- IDENTIFY A PROPERTY MANAGEMENT DAY OR IDENTIFY A PROPERTY MANAGEMENT DAY OR MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MANAGEMENTMANAGEMENT

•FIND AN INEXPENSIVE GIVEWAY TO HIGHLIGHT DAY’S EVENT- I.E. FIND AN INEXPENSIVE GIVEWAY TO HIGHLIGHT DAY’S EVENT- I.E. PENS, LUGGAGE TAGS ETC.PENS, LUGGAGE TAGS ETC.

•PUBLICIZE THE EVENT THROUGH COMMUNICATIONS PUBLICIZE THE EVENT THROUGH COMMUNICATIONS DEPARTMENT AND NPMADEPARTMENT AND NPMA

•FINALLY- TAKE PICTURES OF THE EVENT SO SUCCESS OF IT CAN FINALLY- TAKE PICTURES OF THE EVENT SO SUCCESS OF IT CAN BE HIGHLIGHTED TO THOSE WHO MAY NOT HAVE PARTICIPATED BE HIGHLIGHTED TO THOSE WHO MAY NOT HAVE PARTICIPATED OR SEEN IT.OR SEEN IT.

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Developing a Property Management Developing a Property Management Communications Plan (continued) Communications Plan (continued)

• 44. TACTICS DEVELOP A PROPERTY MANAGEMENT LOGO. TACTICS DEVELOP A PROPERTY MANAGEMENT LOGO

• THIS ADDS MORE VISIBILITY TO WHO AND WHAT THIS ADDS MORE VISIBILITY TO WHO AND WHAT PROPERTY MANAGEMENT DOESPROPERTY MANAGEMENT DOES

• COULD BE A SLOGAN OR A GRAPHIC (I.E. “PROPERTY COULD BE A SLOGAN OR A GRAPHIC (I.E. “PROPERTY TRACKS ALL MOVES IN THIS PLANT!”TRACKS ALL MOVES IN THIS PLANT!”

• CAN BE USED FOR CORRESPONDENCE, GIVEAWAYS, T-CAN BE USED FOR CORRESPONDENCE, GIVEAWAYS, T-SHIRTS ETCSHIRTS ETC

• COULD MAKE IT A DESIGN CONTEST TOO WHICH IS COULD MAKE IT A DESIGN CONTEST TOO WHICH IS ANOTHER TACTICANOTHER TACTIC

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WHAT ELSE CAN YOU DO? WHAT ELSE CAN YOU DO?

MAKE IT SOMETHING FUNMAKE IT SOMETHING FUN!!

• HAVE A CONTEST OR SCAVENGER HAVE A CONTEST OR SCAVENGER HUNTHUNT

• HAVE GAMES PUBLISHED TO HAVE GAMES PUBLISHED TO TEACH PROPERTY MANAGEMENT TEACH PROPERTY MANAGEMENT FUNDAMENTALS – LIKE QUIZZES FUNDAMENTALS – LIKE QUIZZES

OR WORD SEARCHESOR WORD SEARCHES

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MOST IMPORTANTLY - DON’T MOST IMPORTANTLY - DON’T FORGET TO TRACK YOUR FORGET TO TRACK YOUR

PROGRESSPROGRESS

• IT IS IMPORTANT TO SEE WHAT IS EFFECTIVE IT IS IMPORTANT TO SEE WHAT IS EFFECTIVE AND WHAT IS NOT WORKING WELL. AND WHAT IS NOT WORKING WELL.

• THIS WILL HELP IDENTIFY FUTURE GOALSTHIS WILL HELP IDENTIFY FUTURE GOALS• ALSO IT IS VERY IMPORTANT FOR ALSO IT IS VERY IMPORTANT FOR

MANAGEMENT TO SEE THAT A PROPERTY MANAGEMENT TO SEE THAT A PROPERTY MANAGEMENT IS A TEAM WORKING FOR THE MANAGEMENT IS A TEAM WORKING FOR THE COMPANY’S SUCCESS.COMPANY’S SUCCESS.

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TAKEWAY FROM EFFECTIVE TAKEWAY FROM EFFECTIVE PROPERTY MANAGEMENT PROPERTY MANAGEMENT COMMUNICATIONCOMMUNICATION

• IF YOU CAN COMMUNICATE THE PROPERTY IF YOU CAN COMMUNICATE THE PROPERTY MANAGEMENT MISSION STATEMENT EVEN TO A MANAGEMENT MISSION STATEMENT EVEN TO A FEW, THAT COULD MAKE THE DIFFERENCE TO FEW, THAT COULD MAKE THE DIFFERENCE TO MORE SUCCESSFUL AUDITS IN THE FUTURE MORE SUCCESSFUL AUDITS IN THE FUTURE AND YOUR COMPANY’S OVERALL PERCEPTION AND YOUR COMPANY’S OVERALL PERCEPTION OF THE IMPORTANCE OF PROPERTY OF THE IMPORTANCE OF PROPERTY MANAGEMENT .MANAGEMENT .

• PROPERTY MANAGEMENT IS EVERYONE’S PROPERTY MANAGEMENT IS EVERYONE’S RESPONSIBILTY – NOT JUST THE PROPERTY RESPONSIBILTY – NOT JUST THE PROPERTY MANAGER’S.MANAGER’S.

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QUESTIONSQUESTIONS

????????????

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