By Shaun Comer, Director of Engineering, Edge Property Services Group

Winter storms bring added challenges for property management teams across the region. This is especially true for those managers who are tasked with the oversight and maintenance of diverse portfolios, which can often be spread across the Washington, D.C.metropolitan area.Providing a safe and efficient response to winter weather can prove difficult when managing from off-site. However, there are steps that a property manager can take to ensure the safest conditions possible for their tenants while protecting property owners from liability.

Streamline Your Snow Removal Contracts

Using the same trusted snow removal contractor across your entire portfolio allows you to manage the process more efficiently. Having a single point-of-contact can help streamline coordination efforts leading up to a storm while ensuring a uniform response to your sites once the storm arrives. It can also give you more leverage when negotiating rates and fees in the snow removal agreements. It is important to make sure that the contractor you choose has the bandwidth to cover all your properties.

Organize a Pre-Season Walkthrough with Your Snow Removal Team

Preparation for the winter storm season begins well before the first snowflake falls. Property managers, building engineers, and snow removal contractors should meet each fall to organize a walk-through of their assigned properties. Use these pre-season visits as a time to identify potential hazards, establish site-specific snow removal strategies and priorities, and clearly delineate responsibilities amongst the team. Use a site plan to mark important locations that must be kept clear during a storm such as fire hydrants, FDC connections and storm drains.

Have a Formal Winter Storm Plan in Place forEach Site

Use the information obtained during your pre-season walk-through to put together a clearly defined Winter Storm Plan. This planshould serve as a blueprint for property managers and their snow removal teams. Having this plan uploaded in a digital format can ensure that your snow removal team is always equipped with vital information on how to respond to all the various scenarios that can play out during a snow event. Important topics to cover in this plan include:

-Building Operating Hours

-Winter Storm Emergency Contact List

-Fully Executed Snow Removal Agreement

-Site Specific Snow Removal Requirements

-Breakdown of Responsibilities Between Property Management, Engineering, and the Snow Removal Contractor.

-Site Plan Detailing Key Locations

-Roof Snow Removal Plan

-Slip, Trip, and Fall Prevention Plan

-Pre-Storm & Post-Storm Inspection Checklists

-Snow Removal Supplies & Equipment Inventory

Track the Weather

Weather forecasts can frequently change in the days leading up to a predicted snowfall, so constant monitoring of the forecast by the entire team is crucial during this time. Plan accordingly and ensure that your crews are mobilized at each site prior to the start of snowfall. Having your team stuck in traffic while snow and ice quickly accumulate at your properties can put your tenants and owners at unnecessary risk. Weather apps from AccuWeather or WTOP can help your team stay ahead of the changing weather forecasts.

Utilize your “Eyes & Ears”

Now that you have taken all the necessary steps to prepare your properties for the upcoming snow season, you must now be prepared to execute the procedures detailed in your Winter Storm Plan. For an off-site property manager, the engineering team is the key to success once the snowfall starts. They are not only there to assist with clearing sidewalks or applying ice melt, but to also as to serve as the eyes and ears of the property manager. Strategically stage your engineering team so that they can provide you with real-time feedback on property conditions and snow removal efforts.Timely emails with photo documentation allow the property manager to relay information quickly to their tenants and owners.

Shaun Comer is Director of Engineering of the Edge Property Services Group.Edge is a commercial real estate firm providing a full complement of advisory, leasing, investment sales, management, construction, property management and engineering services to clients throughout the Washington, D.C., Maryland, Northern Virginia, and Pennsylvania marketplaces. Founded in 2007, the company currently leases and manages more than 8.5 million square feet of commercial office, flex/office, industrial/warehouse, retail and mixed-use space. Visit www.edgecre.com