How to Build a Fully Outsourced Property Care System That Runs on Autopilot
Owning real estate is one thing. Managing it? That’s a whole different story.
If you’re tired of emergency calls, service provider drama, or chasing tenants about maintenance issues, it might be time to build a fully outsourced property care system one that literally runs itself while you focus on profits, peace of mind, or portfolio growth.
Here’s how to set it up step by step.
Step 1: Define Your Property Management Goals
Start with clarity. Ask:
• Do I want a completely hands off system or just less involvement?
• Do I own one property or multiple units?
• Am I focused on short lets, long term rentals, or estate management?
Knowing your goals will determine what level of outsourcing you need basic maintenance only, full facility management, or end-to-end property administration.
Step 2: Identify All Routine Property Care Tasks
Create a list of every recurring task that keeps your property running. This typically includes:
• Cleaning and waste disposal
• Plumbing, electrical, and general repairs
• Security and access control
• Generator/inverter maintenance
• Pest control and fumigation
• Landscaping or external cleaning
• Tenant communication and complaint resolution
• Utility management (power, water, diesel)
These are the tasks you want to automate, assign, or outsource.
Step 3: Hire a Reliable Facility Management Company
This is the most important piece of the automation puzzle.
Look for a licensed, professional facility management firm that can:
• Handle 24/7 property care and emergency response
• Manage contractors and service vendors
• Keep detailed reports and maintenance logs
• Collect and manage service charges (if needed)
• Communicate with tenants and owners effectively
• Stay compliant with legal, health, and safety standards
Pro Tip: Choose a company with digital tools or portals so you can monitor activity from your phone or email without micromanaging.
Step 4: Automate Your Communication and Reporting
You don’t need to be physically present to know what’s happening.
Request automated:
• Monthly maintenance reports
• Service charge summaries
• Expense logs and budgets
• Tenant satisfaction updates
• Notifications for critical issues
Use email, WhatsApp groups, or a cloud dashboard to keep everything centralized.
Step 5: Digitize Tenant Requests and Payments
Reduce back and forth by implementing:
• Online rent and service charge payment options
• Digital forms for maintenance requests
• A communication channel managed by your facility manager
This ensures faster response times, transparency, and tenant satisfaction all without your daily involvement.
Step 6: Build a Pre Approved Vendor List
Even with a facility manager, it’s smart to create a list of trusted electricians, plumbers, fumigators, and AC technicians vendors you’ve vetted and approved.
Why? If your manager ever changes, this list ensures continuity and consistent service quality.
Step 7: Set Up a Budget and Reserve Fund
Maintenance isn’t guesswork. Work with your facility manager to:
• Create a monthly/quarterly budget
• Set service charge rates (if applicable)
• Create a reserve fund for major repairs
That way, your property runs like a business with no sudden shocks or urgent “money needed” calls.
Step 8: Review Quarterly Not Daily
Once everything is in place, your involvement becomes strategic, not operational.
• Hold quarterly reviews with your facility manager
• Approve budgets and major upgrades
• Track performance against KPIs
• Decide on property improvements or value-add services
You’re now working on the property, not in it.
Final Thoughts: Property Ownership Shouldn’t Be a Full Time Job
With the right systems and partners, you can own properties across Lagos, Abuja, or anywhere in Nigeria without being tied to them.
By outsourcing operations, automating communication, and building a reliable vendor ecosystem, your property care system becomes a well-oiled machine freeing up your time, reducing stress, and maximizing returns.
