Building Better Mornings

Whether you’ve been in this role for two years or two decades, you know that running a building smoothly is part logistics, part leadership, and part intuition. After 19+ years in this field, I can confidently say that the secret to getting through the day—and thriving—isn’t just how well we react, but how well we start.

This post is for every building manager or assistant manager looking to level up their morning routine, streamline their team, and get ahead of the 12 things that will inevitably go sideways before lunch.

1. The Daily Team Meeting – A Simple Structure That Sets the Tone

The day doesn’t officially start until we gather the team. It’s our version of a huddle before kickoff. These meetings don’t need to be long, but they do need to be focused. Ours typically run about 10–15 minutes and follow a consistent rhythm.

Meeting structure:

• What was done yesterday – This keeps everyone accountable and helps others understand what progress has been made, especially on ongoing work orders or tenant concerns.

• What’s planned today – This is where we outline the day’s assignments: unit inspections, service requests, maintenance rounds, common area projects, or contractor visits.

• Where we’re stuck – Anything slowing the team down—delayed parts, inaccessible units, resident no-shows—gets flagged early so we can troubleshoot together.

You can start these meetings with a calm tone and a dash of humor. Something like: “Okay folks, let’s talk game plan—before the building starts talking back.”

You’d be surprised how a shared chuckle can lighten even the busiest morning.

2. Daily Duties – The Backbone of the Building

As soon as the team meeting wraps up, it’s time to break into daily duties. Here's how you can break down the work:

Exterior and Common Area Checks

• Walk the property perimeter: gates, fences, lighting, and parking areas

• Check garbage and recycling enclosures

• Look for anything out of place—items left in hallways, overflowing bins, or signs of trespassing

• Inspect lobby, mailrooms, laundry rooms, and shared amenity areas

These rounds are critical. They don’t just keep things clean and safe—they show residents you’re present and invested.

Building Systems & Preventative Maintenance

• Review HVAC logs and check for alerts or error codes

• Walk through boiler rooms and mechanical areas

• Test emergency lighting and fire safety equipment (as scheduled)

• Check elevator logs and inspect operation

Preventative maintenance isn't glamorous, but it saves you ten times the time and money down the line.

3. Work Orders – Organized Chaos (Handled Professionally)

We all know the work orders don’t stop.

You should triage them daily. Priority goes to:

• Life-safety issues (smoke alarms, gas smells, water leaks)

• Utility interruptions (no heat, no hot water, electrical issues)

• Resident concerns that impact quality of life (appliance failures, plumbing issues)

How you can manage it:

• Review open requests as a team—who’s tackling what

• Clarify unit access (key permission or scheduled appointments)

• Ensure follow-up communication is logged or noted

Always remind your team: clear documentation now means fewer headaches later. If you resolved it, note it. If it’s delayed, communicate it. And if it involves a third party (like a contractor or mtc team), track it.

4. In-Unit Tasks – Respectful, Efficient, and Thorough

Whenever you enter an apartment, professionalism is key. Residents are trusting us in their space, and you should treat it as if it were your own.

In-unit work may include:

• Repairing leaking faucets or toilets

• Replacing filters or smoke alarm batteries

• Servicing appliances or adjusting cabinetry

• Conducting pest inspections or mold checks

• Completing move-in/move-out condition reports

Always knock clearly, wait, and announce entry. Leave a service note when complete. If a resident is home, explain the work being done and provide an estimated duration.

Little things—like putting boot covers over shoes or wiping up afterward—go a long way in building trust and respect.

5. Your Solo Meeting – Because the Manager Needs a Manager Too

Before you jump into all the requests, calls, emails, and tenant walk-ins, you take out a few minutes—just for you.

This “meeting with myself” is sacred.

What I do in that time:

• Review your day’s calendar and time blocks

• Prioritize tasks: What must be done today, what can wait

• Check progress on ongoing projects (renovations, vendor follow-ups)

• Mentally prepare for any sensitive conversations or challenging interactions

You can’t lead your team or your building if you’re operating in reactive mode. A few quiet minutes of clarity can change your whole approach.

6. Final Thoughts: Professional Doesn’t Mean Robotic

Building management is deeply human work. We solve problems, manage expectations, keep people safe, and create a sense of home—all before noon.

What makes the work sustainable is having a structure that supports you and your team. A good morning routine. A clean system of accountability. And the freedom to laugh, reset, and move forward—because let’s be honest, something unexpected is always coming.

Start each day with clarity, connection, and just a little coffee-fueled optimism. The buildings may be concrete, but the work we do?

That’s the real foundation