Facility Management in Gated Communities: Challenges & Solutions

Facilities like a swimming pool, fitness center, and tennis courts are increasingly seen as essential in gated communities. These also determine the property value of the residential complex since people are willing to pay the extra buck for facilities that are well-run and fully equipped. 

However, facility management is more than just taking care of the occasional repair and maintenance. A community facility manager’s tasks range from scheduling repairs to tracking expenses. This is further compounded for Owner Association Management (OAM) bodies that manage multiple communities. 

Challenges in facility management 

Find out the common challenges in facility management and how these can be solved. 

Lack of comprehensive overview

OAMs have to be cognizant of both the overall state of facilities and their detailed condition in different gated communities. However, most OAMs have a different dashboard for every community, leading to a waste of time and effort. 

Solution: ANACITY’s multi-property dashboard is designed to give OAMs an overview of different communities with a consolidated view of features such as pending complaints. At the same time, the dashboard also gives them access to a more detailed view of each community. 

High demand during peak hours

Facilities typically see high traffic during certain times. For instance, the aerobics room is often in high demand in the morning. Disagreements can break out when someone uses a facility like a badminton court for an unfairly long time. Imposing proper timings can be further challenging when the management wants to restrict access. 

Solution: ANACITY controls facility usage through a digital booking system. Residents have to select the timing when making their reservation. It ensures that no one can extend their timing at the badminton court or the steam room. Community managers can also restrict access by closing down the booking for a given period. 

Gaps in invoicing 

Another common challenge is invoicing paid facilities. OAMs can impose a fee on certain amenities like a banquet hall or charge an extra fee for guests. The challenge here lies in raising and sending invoices on time. Payments are also often delayed by residents, adding to the manager’s task. 

Solution: Invoicing can be included in the ANACITY app when reserving the facility. This ensures that payments are made at the time of booking. 

Lack of asset maintenance 

Facility management includes the upkeep of assets like HVAC, lighting, and printers. It can also include high-end assets like a gym equipment and salon appliances. Hence, asset management with regular servicing is a key responsibility for every community manager. Despite this, many managers struggle with maintaining a servicing schedule.

Solution: ANACITY’s asset management module facilitates preventive maintenance. Community facility managers can set a servicing schedule with timely reminders before the due date. They can also easily access important information, such as service history. 

High operational costs

Facilities like clubhouses have a high operational cost with expensive equipment. Charges like electricity consumption and maintenance can add up to substantial costs. Controlling these expenses is one of the biggest challenges for any community manager. 

Solution: ANACITY offers multiple means of reducing operational costs, from inventory tracking to asset management. Apart from tracking expenses, it ensures asset longevity, thus reducing replacement costs. Managers can also access comprehensive reports on bookings, usage, and revenue. 

Find out more about End-to-End Facility Management with ANACITY. Read our article here to know how you can further optimise facility management.

If you want to know more about resolving facility management challenges or to schedule a free demo, get in touch with us at sales@anacity.com or visit www.anacity.com. Learn about the various features you can use for managing facilities.