Trustee Guide

For having the mission of taking care of the good functioning of the building, meeting the demands of the residents, fulfilling the legal obligations and defined budgets and guaranteeing the resolution of eventual conflicts, being a liquidator is a great responsibility. In the midst of so many responsibilities added to personal and professional activities, your management routine can be compromised, generating management difficulties.

As a result, it takes more time and even more effort is required to perform all the tasks necessary for good administration. It is better to avoid this scenario, don’t you agree? Because some tips can change this scenario, optimizing the landlord’s routine. Do you want to know what these tips are? Then continue reading our guide of the landlord and see how you can improve your tasks in the function:

Hire a good condominium manager

Hiring a good administrator is the first step to optimize your routine as a liquidator. The administrator will be fundamental to give you support for all tasks, besides doing all the accounting, human resources management, collection and providing legal support. Search for references with other trustees and get to know the structure of the administrator personally.

Some administrators offer the service of a professional trustee who will be able to perform all the tasks of the trustee. We recommend this type of hiring when the complexity of managing the condominium requires full dedication or when the landlord travels a lot or does not have enough time available to take care of the management of the condominium.

Establish defined times

It is quite common that, being a liquidator, you have to deal with all kinds of occurrences in the most diverse hours of the day. And this can happen even after a tiring day of work, while you recover your energies. Such a situation, if recurrent, ends up damaging your quality of life. In this sense, one way to optimize the routine is to establish defined schedules and days to take care of your functions as a liquidator, a period also in which the tenants will be able to look for you to deal with any matters.

With this tactic, you will be able to solve problems directly with the people involved, which reduces the time spent searching for solutions. Just one detail is worth mentioning: make sure that the residents can also make their complaints and requests with a specific book in case you are not available. The use of the Condominium Administrator to centralize and organize these complaints and requests is also a path that can be followed.

Stay up to date with legislation

A good trustee should constantly update himself on changes in legislation to avoid taking wrong actions. In addition, by keeping very well updated on the rules governing condominium management and the use of real estate in general, it is also possible to avoid problems such as fines or inspections in general. Otherwise, legislation is also important to ensure that all insurance is up-to-date. With this, the whole building is properly protected.

Clear and comprehensive internal regulations

The logic is simple: your routine will become much better and easier if the rules within the Condominium are clear and comprehensive. For that, it is fundamental to have detailed Internal Regulations, including as many situations as possible, so that your need to arbitrate eventual conflicts is restricted to exception situations.

The less you have to deal with conflicts, the less stress you have and the more efficient your routine is in the tasks of the Condominium. The Internal Regulations must provide for disciplinary measures in the event of breaches of the rules and must be widely publicized and approved by the Assembly so that there is no argument against their validity,

If there is any need to arbitrate conflicts, it is important to seek to resolve any and all pending issues in an efficient and impartial manner. If two tenants are in some kind of hindrance or disagreement, for example, how about meeting with both to know each other’s history, without taking sides?

By taking this conversation as a basis, you will be able to take an attitude that is as beneficial as possible for both parties, in order to avoid that the problem continues or even takes on an even greater proportion. The same goes for discussions and conflicts in assemblies: the sooner any disputes are resolved, the less impact they will have on your day-to-day life.

Try to stay organized

To improve the landlord’s routine, it is also important to maintain the organization. It is the case of always keeping the minutes of meetings, the approved decisions, the established budgets and all the documentation of the building team, for example.

Remember that the more organized you are, the less effort you will have to make later to find important information. This not to mention the lower the chances of making mistakes due to a pure lack of available information. In this context, as you can focus on the most important functions of a liquidator, the day to day will become lighter.

Know how to delegate tasks

Although the liquidator is the main administrator and the main responsible for the good functioning of the building as a whole, it is very important to know how to delegate tasks to optimize the routine. Define a Board of Directors, together with other residents, and define Committees with decision-making authority. We recommend the existence of at least one Security Council, one Financial Council and one Assets and Maintenance Council.

Keep the following: delegating does not mean transferring the task and relieving yourself of responsibility, but guaranteeing that each person will do their part. If you centralize all the tasks, besides being overloaded, you will be an inefficient trustee, because you will not be able to act in the most important areas for the good of all the tenants.

Communicate the right way

The complaints and demands of accountability that come to you will decrease considerably with the investment in a quality communication that reaches all the people in the condominium. Investing in adequate communication is, therefore, indispensable to improve the routine and ensure maximum satisfaction of the condominium members with their work.

This is the case, for example, of sending balance sheets to render accounts and make reports that are of interest to all users. Setting rules in a clear way and communicating the decisions taken in meetings are also active ways to improve the usual tasks, because they reduce the need to repeat the reports individually for each tenant.

Outsourcing of services

Part of the difficulty of a liquidator’s routine is linked to the need to manage teams with different functions, such as the cleaning team or building security. But this does not mean that the task always needs to be complicated. The truth is that outsourcing services can make your routine much easier. The fact that there is no employment relationship, for example, already makes everything simpler and eventually even cheaper.

Besides that, the question of the teams always having the necessary equipment and knowledge to execute the tasks properly also diminishes the pressure of maintaining such a strict control, which ends up optimizing your day by day. You can count on the supervision team of the outsourced company to inspect, train and motivate the security, ordinance, cleaning and maintenance employees.