Preparing for Emergencies at Your Apartment Complex

As an apartment complex manager or owner, you never know when an emergency situation may occur. Whether it's a natural disaster, a fire, or a break-in, emergency preparedness can help minimize the damage and make the recovery process much smoother.

Here are some tips to get you started:

Create Emergency Procedures for Common Residential Issues

As an apartment complex manager or owner, part of your responsibility is to be prepared for any type of emergency that could occur, including natural disasters at apartments. Here are the ways you can create emergency procedures for common residential issues:

Fires

Have a plan in place for evacuating residents in the event of a fire. Make sure all exits are clearly marked and well-lit, and that everyone knows where to meet once they're outside. Practice fire drills regularly so everyone is familiar with the procedures.

Floods

If your complex is located in an area that's prone to flooding during hurricanes, make sure you have a plan for dealing with it. Have sandbags ready to go in case of a flash flood, and know where the safest evacuation routes are.

Earthquakes

Teach people to drop, cover, and hold on during an earthquake. Educate tenants to evacuate only if it is safe to do so and be aware of falling debris.

Power Outages

Have a generator on hand in case of a power outage if possible, and make sure everyone knows how to use it. Keep flashlights and batteries readily available.

Gas Leaks

In the event of a gas leak, it’s important that residents know how to raise the alarm and to evacuate immediately before calling the gas company. You should have a concrete plan of action and a designated party to shut off things like gas, water, and electricity in the event of an emergency. 

Post Clear Evacuation Guides

In the event of an emergency, it's crucial that your tenants know what to do and where to go. Post clear evacuation guides in common areas and make sure each unit has a copy. Review the procedures with your staff regularly so everyone is on the same page.

Educate Tenants and Give Access to Emergency Policies

Make sure your tenants know how to reach you or another responsible party in case of an emergency, and provide them with a copy of your emergency policies. Additionally, ensure that your tenants have access to emergency services. This includes having a list of emergency numbers (e.g., police, fire, and ambulance) posted in a prominent location, as well as providing easy access to first-aid supplies.

Property management software, like ExactEstate, has a resident portal feature where you can post your emergency policies and procedures. You should also include contact information for local first responders, like the police department, fire department, and ambulance service. If you have an on-site manager, make sure to include their contact information as well.

Maintain an Updated List of Tenant Contact Information

Keep an updated list of tenant contact information. This way, if there is ever an emergency situation, you will be able to quickly and easily communicate with your tenants. Make sure to include each tenant’s full name, phone number, and email address on the list.

Tenants can easily update their contact information through ExactEstate's resident portal to ensure that management always has the most up-to-date data for each resident. In the event of an evacuation, this will allow you to quickly get in touch with your tenants and provide them with instructions.

Make Reporting Easier

Maintenance emergencies, such as a broken water line, should be reported immediately to an apartment complex manager or owner. To make this process easier for residents, use a property management system like ExactEstate to keep track of all your complex’s maintenance requests.

By doing this, any property management emergencies that may arise will be quickly reported. This will help ensure that repair requests are made in a timely manner and avoid any potential damage to a unit or the complex.

Keep a Supply of Basic Necessities

Emergencies can strike at any time, often without warning. That's why it's important to be prepared with a supply of basic necessities like food, water, and first aid supplies.

Keep these items in an easily accessible location so that you and your tenants can grab them quickly if you need to evacuate or are stuck in your complex during a power outage:

First Aid Kits

First-aid kits are an absolute must in any home, and your apartment complex should be no different. A well-stocked first-aid kit can help you deal with minor injuries and ailments, and could potentially save a life in the event of a more serious emergency.

The kit should include items such as bandages, gauze, adhesive tape, antiseptic wipes, sterile gloves, scissors, and tweezers. You should also consider including over-the-counter medications like pain relievers, antihistamines, and stomach remedies.

Food

In the event of an emergency, it is important to have a supply of non-perishable food items on hand. This will ensure that your residents have access to food in case they are unable to leave the complex or if grocery stores are closed.

Some suggested items include:

• Canned meats (tuna, chicken, etc.)
• Canned fruits and vegetables
• Rice
• Pasta
• Beans
• Cereal
• Granola bars
• Non-perishable snacks (peanut butter, crackers, etc.)

It is also a good idea to have a supply of pet food on hand in case your residents are unable to leave the complex and need to care for their pets.

Water

It is important to have a water supply on hand in case of an emergency. Store at least 1 gallon per person, per day for three days in sealed, airtight containers. If you live in an apartment complex with 100 or more units, it's ideal to have a minimum of 1000 gallons on site.

Review Your Insurance Policy

It's important to review your insurance policy periodically to make sure you have the coverage you need in case of an unforeseen emergency. Check to see if your policy covers things like weather damage, fire, theft, and vandalism. If not, you may want to consider adding additional coverage.

Takeaway

As an apartment complex manager or owner, it's important to be prepared for any unforeseen emergencies that may occur. Follow these property manager safety tips to ensure that you and your tenants are safe in the event of an emergency.

Investing in property management software can help you keep track of maintenance requests and potential hazards. Schedule a demo with ExactEstate today.