As the UK enters a new phase of national COVID-19 response and explores ways in which the country can come out of lockdown safely, it is evident that this exit is going to be a slow and considered process. Depending on any spike in infection brought about by an easing of lockdown measures, people in the UK can expect a transitional period of un-locking and re-locking, where the Government tries to lift quarantine rules without inducing a subsequent wave of coronavirus infection. While the epidemiological threat has put many facets of life on hold, block managers have never ceased to look after residential blocks. In fact, their duty to maintain building safety has only been reaffirmed by the Government at the beginning of the ongoing pandemic. It is, therefore, crucial for proptech to be agile, allowing block managers to adapt to rapidly changing policies and public health guidelines.
During a time of crisis, there can be many opposing guidelines and regulations. For example, where a statutory LOLER inspection is due, but not yet carried out, the block manager would normally have to consider suspending the use of the lift or risk legal ramifications for non-compliance. However, public health guidelines failed to identify lift engineers as key workers and as such, many lift engineers have been unable to carry out LOLER inspections. Therein lies a dilemma - should the block manager suspend the use of the lift until the necessary inspection is updated? What if it is the only lift available for residents on higher floors who would find it difficult to climb stairs? Fortunately, the HSE (Health and Safety Executive) has acknowledged the legitimacy of an alternative risk-based approach to compliance:
“The law for Lifting Operations and Lifting Equipment Regulations (LOLER) and Pressure Systems Safety Regulations (PSSR) remain in place. … Equipment should only be used outside of its test regime if you can demonstrate that it is critical for essential work and that it can still be operated safely. You must be able to demonstrate that you have made all reasonable attempts to have the TE&T (thorough examination and testing) carried out, made a thorough assessment of the increased risk and taken appropriate action to manage it.”
The HSE, Carrying out thorough examination and testing of lifting and pressure equipment during the coronavirus outbreak, https://www.hse.gov.uk/news/work-equipment-coronavirus.htm
The emphasis on reasonable attempts here must not be overlooked. In the event that no engineer is available to carry out a statutory inspection, the block manager should record their correspondence with insurance and other service providers. They should evidence the risks of reduced lift service so that should it ever become necessary, they can support their risk-assessed decision and demonstrate to the authorities why they have kept a lift operational despite its overdue inspection. Those using maintenance management software should be able to systematically attach such correspondence to each and every service event easily.
Another key part of property management amidst public health concerns is communication. Block managers need to be able to communicate effectively and quickly with their residents without having to physically attend the building and put letters through letterboxes. This is where technology comes in - specialist maintenance software can securely manage a resident database where sensitive personal contact information is stored. Block managers equipped with such software should have the ability to email residents in just a few clicks, informing them of any scheduled communal or in-unit maintenance works. This is essential so that residents can take the necessary actions ahead of time. If the lift is being serviced, residents on higher floors who have difficulty climbing stairs can then plan their grocery shopping ahead and avoid leaving their flats when the lift is out of service.
Technology can provide block managers with efficiency and peace of mind during uncertain times. However, it is important for those adopting technology in property management to do so inclusively, and take into account the few residents who may have difficulty accessing the Internet. Providing them with telephone-based support can be an easy way to include them in the digital transformation of property management operations.
Riemy Wan is the Content Marketing Manager at Fixflo, a specialist provider of repairs and maintenance management software.
Disclaimer: This article is intended for information only and does not constitute legal advice. If you have any questions about issues raised in this article, please be advised to contact a legal professional.
