Property Management

Auto-Calculating Carpet Loss of Life Excel Build

Yeah, it sounds like a mouthful, but you get it. With 2500+ bedrooms, anything we can do to make mundane tasks faster is a life saver, so we’re always looking for ways to make our lives easier (see our Mission Statement post).

Below is a sample shot of a feature I added to our Excel Turn board where we’ve loaded the last replacement date for every carpet in the community and it will give us a bill-back amount we should charge the previous resident (if at all) when we schedule a new replacement. Just enter the new replacement date and voila!


We track our current carpet on a five year life span, but I’ve seen commercial grade products that may have a 7-8 life span. The cool part is we can change the total calculations by manipulating the price we pay for carpet up top on the page, or the life span if we switch to a stronger carpet and it will adjust all future calculations. Cool, right?

The other exciting aspect of this is we’re far more guaranteed to insure we’re properly charging back for this common loss and we can cross reference the totals for carpet bill-backs from our turn board with our budget’s actual charges to insure we didn’t miss anything.

Total build time was around three hours and another 2-3 hours of inputting the last known carpet replacement dates for each unit. Note: this was made slightly easier than usual as the entire property got new carpets during renovations in 2011, so not every single unit needed data input, we just assumed 2011 unless we’d had an invoice since then.

Short Doesn’t Mean ‘Memorable’…

I had a realization today, as I addressed about a dozen members of our “Bistro 106” staff and it was this:

Company culture best gets communicated through the stories we tell.

We have this sign posted in a few places around the community – namely on the inside of doors from the kitchen to the dining room. Each person there probably touches it 20 times per day. Yet, no one could name all six words of the mission statement. Yes, I said ‘six WORDS’.

Short doesn't necessarily mean memorable. At least not by itself.

Short doesn’t necessarily mean memorable. At least not by itself.

Please know, I take full responsibility for this.

A culture that doesn’t get talked about – that doesn’t have stories told about it – won’t spread.

Realizing this, I wasn’t going to waste this opportunity.  So I explained how we’d come up with these six words and in this combination: It was because NOT doing these three things was the source of all of our problems, at every level of our organization.

I offered specifics on all the unprofessional, buck-passing, value-crushing things we’d done in the past. It wasn’t pretty, and many of our newer recruits (say 50%) were surprised to hear that this had been the case. The veterans just nodded their heads and recalled how bad things had been. Not that they’re perfect now – in fact, that was partly the reason for this meeting – to take us from a “rules culture” to a “philosophical” one. A culture where people’s passions were aroused and their minds dwelled on their work.

I told stories about two versions of our business: one in which we hold these key components in our hearts and our brains every moment, and another version where we did whatever we wanted. Not hard to imagine how these two worlds would look after a short while.

Nearly as bad was the version in which everyone was simply a wage-slave and wasn’t permitted to think or act for the greater goals of our company. What a miserable life that would be.

In fact, I told them all that if I couldn’t enjoy what I did for a living, I would:
1. Seek to change it for the better through action and suggestions.    If that didn’t work I’d have to…
2. Find work elsewhere, or if that was somehow impossible I’d…
3. Kill myself.

Actually, that last one is a little drastic, but I use the hyperbole for effect. It’s that important to me – people ought to enjoy what they spend the overwhelming majority of their time doing! Anything else is insanity.

Sure, more rules and “Carrot & Stick” management can get any group to be better, but it has it’s limits. It’s rooted in the industrial revolution’s relationship between labor and management. Toyota has long since shown that even for cranking out widgets, it’s a poor model for running a team. Then why should we use it for running people who are supposed to surprise and delight our clients.

I always hated meetings where a group gets yelled at for what a few have failed to do properly. In fact, I hate groups. I love teams, but I hate groups. I’ll always prefer to have a meeting with a team and get them excited about the things we need to do to succeed. When you do this, the carrots and the sticks take care of themselves.

What you need to know before signing your lease!

Congratulations! You’re an adult! Crazy, right? You get to vote; buy tobacco (though you really shouldn’t), and play the lottery (really, don’t – keep your money). Oh yeah, you also get to make legally binding agreements. Hurray!

There are a handful of basic things you should know and look for before you (and your roommates?) decide to sign on the line that is dotted. Trust me, we’ll make it brief and to the point…

Know what you're doing before you sign it!

Know what you're doing before you sign any contract!

First overall tip: Read the whole lease!
“Ugh, it’s so long and boring!” I know. But this isn’t the terms and conditions of use for your itunes account. This stuff is real right here! So get a pad and look for the answers to these questions before you sign.

1. What are the dates of move-in/move-out?
Are they going to work for you? Are they what you agreed to? Are you planning on attending summer school? If so, most student leases end prior to the completion of the summer term. Make sure you’re cool with that or you feel reasonably comfortable moving in the middle of finals!
2. Monthly rental rate? Annual Sum add up correctly?
Again, make sure these numbers are correct and if there was any special offered (like a month free or an iPad) that you have an addendum to the lease that clearly states the conditions of the special and how it will be redeemed. Many “specials” are billed back to you should you fail to fulfill the terms of the lease.
3. What are the late fees and when is the rent due without penalty?
What is the policy on mailing a check in? Most places don’t care when the post mark is, only when it arrives. Additionally, many have steep late fees of up to $180 a month (adding up per day) which they’re not inclined to waive, regardless the excuse! If the grace period for rent is up on the 3rd, they often won’t accept it on the 4th without the fee attached! No one plans on being late, but it’s better to know the policy before you wind up in a jam.
4. How do you terminate the lease? Can you? Errrr….
This is a biggy! More often than not, there is no option to terminate the lease – other than subleasing the unit, for which you’re responsible for finding the person to take over your lease. Don’t take the Agent’s word for it, it’s not as easy to do as it is often made out to be! If it were, the Community would be inclined to do it for you at great financial reward to themselves. This can happen from time to time, but is incredibly rare in the student housing market.
5. Can you cancel your lease if you: Feel unsafe? Fight with your roommate? Get kicked out of school? Have a medical issue?
The answer is virtually always “NO!” If someone tells you otherwise, ask to see where it states the provision in writing and what the requirements for documentation are. Guess what? There won’t be as Apartment communities aren’t in the business of losing paying Residents mid-year when they can’t likely fill the unit. It’s not that they’re careless, they just have to be consistent. And if they’re going to be consistent, they’re going to err on the side of fiscal caution.

6. But seriously, I have an allergy and my roommate’s BF is a creeper who’s always here and I’m failing ENC1102.

Again, unless you have a specific addendum or agreement in writing releasing you, your odds aren’t good.

7. What are your options for transferring units should you hate your roommate?
Look over the transfer options and make sure you understand what the proceedure is should you have a falling out with your roommates or desire a change of sceneary, mid-lease term. Some companies offer a no-questions-asked transfer for a fee of $100-$300, or more.
8. Exactly what utilities are included?
Most “By-the-bed” student communities are all-inclusive: Cable, Internet, Power, Water, Furniture, etc… generally speaking, there is a cap on electricity per room and any overages are divided amongst the roommates. Know what this amount is and call the utility provider to get an average monthly usage for that address to help gauge what to expect. Actual usage of $45-60 per room seems to be a solid average if you don’t have the specifics for that address. Also, if internet is provided, make sure you know in what form and if bandwidth is capped at a certain amount. Wi-fi or LAN connection? One port for everyone or does each room have it’s own?
9. Damages and deposits?
Most by-the-bed leases hold the Resident responsible for damages to their own room and for an equal share of the common area (living room/kitchet, etc…) unless otherwise stated. If your roommates throw a party while you’re in Spain for the summer and wind up torching the couch, you’ll owe on it. Many communities will allow damages to be placaed on individual parties if they claim responsibility in writting for it, though you’ll want to be sure.
10. Did you pay a deposit? Doubt it!
Due to the administrative deluge that is student housing, many companies are forgoing traditional deposits in lieu of one-time “reservation” or “administrative fee” in addition to an application fee. These are usually $99-250 (per person!) and are non-refundable. Make sure you know what fees you’re paying up front and make sure you get and keep the receipt.

Go forth eager student and sign thy lease! But before you do, know full well that I’m not an attorney. Not even close, in fact. I look great in a suit – granted. But that’s about where it ends. If you have ACTUAL legal questions, find a contract lawyer and ask them to look it over. This post is only general, FAQ-type stuff and solid advice for the lay person.

RoommateFit, LLC offers “eharmony for roommates?” Hipsters & Cowboys cheer?

This guy is doing it!

Justin Mares is attempting to sell his RoommateFit Software to College Campuses for their Housing Operations

eHarmony for College Dorms?

Justin Mares today announced his new roommate matching software “RoommateFit” which he’s pitching to college campuses to aid in their dorm room assignments. The University of Pittsburgh Business student’s system will ask 42 questions, covering 6 distinct traits, in order to better match like-minded students with one another.

I recall talking with a co-worker in 2001 while working at a large, all-inclusive, student community here in Gainesville who realized the need for exactly such software. “So wait, you mean there’s no such thing as 3rd party roommate matching software out there for college communities?”, he asked me incredulously. “Not really” I said, “most people make their own proprietary system but the whole thing takes a back seat to other business aspects of the operation.” He resolved right then and there to make the first, one-size-fits-all roommate matching software for college campuses and stand-alone communities.

It’s been a decade and I haven’t heard tell of him, or his software, yet.

And that’s probably because it’s not as easy a thing to do as one may initially think. What really matters when matching roommates? It’s not like they’re dating… they just need to do a bit better than not kill each other. So, preferred bedtimes are the big deal? Drinking? Hobbies? Majors? Affiliations like Sororities or clubs? Music choices? How’s the hipster vegan from NYC going to get along with the Agriculture major from Texas who believes Bacon isn’t just a food group but a full-blown religion?

So much more common than you think

Passive-agressive Post-it notes are a staple in student apartments - like Ramen noodles and mini-fridges.

How do you correctly weight the answers to these questions and which factors hide the buried fault lines of potential friendship or ever-lasting war? That’s the problem most campuses and Property Management groups have when it comes to finding “Martin” his new “Lewis.”

If you’re a new college student and are getting an assigned roommate I have a sobering truth for you: That ‘random roommate’ is way more RANDOM than you may actually think.

Many times, and due to the actual calamity of placing/assigning units and coordinating dates/furniture/vendors, etc… roommate matching can, and is often, done based entirely on gender alone: “I got a single guy here for a 4/4, you have a space open with three other guys?” says the Leasing Manager to the Property Manager – “Yeah, done and done. Placed in 1010B, next?”More on this exact process later…

This is where Mares’ software really becomes appealing; if you can sort people to be placed together based on similar interests, reduce immediate roommate conflicts, and speed up the process so the office staff is free to focus on preparing your unit correctly for move-in, everyone wins.

The big question remaining to be seen is this: Will Mares’ system create better matches than random assignment? Significantly better as to justify the cost of his annual service? And how do you even measure such a thing? What’s a successful placement? Is this system better than letting students find their own roommates on Facebook?

Those questions are why most groups don’t see money in attempting to ensure roommates hit it off… “random” or limited review of roommate preferences has worked thus far, therefore, why spend the money?