TIME MANAGEMENT Angel Davila, CAMT, CAPS, NAAEI Faculty Project Manager- Rainier Properties & Triumph Construction

INSTRUCTOR BIOGRAPHY Angel Davila began working as a porter 10+ years ago after returning from deployment in the USMC & is now the project manager for Rainier Properties & Triumph Construction; a portfolio consisting of 18 apartment communities & 4 commercial properties. Mr. Davila serves on the Austin Apartment Association Board of Directors as well as the AAA (Education Foundation) BOD & is an: NAAEI Advance Instructor Graduate, AAA Lyceum Graduate, NAAEI Leadership Experience Graduate, 2013-2015 AAA Education Tri-chair, 2013 AAA Maintenance POTY, CAPS, CAMT, CPO, NAAEI William Wollinger Scholarship recipient, Solt Scholarship recipient, TAA Next Gen Scholarship recipient, Universal EPA, R410A Safety, Carbon Monoxide Inspector, Gas Operator, & HVAC Proctor. Davila also instructs seminars for the following organizations: Goodwill Career & Technical Academy, RSES, ESCO Institute, AAA, VGI & NATE.

OBJECTIVE

• Shop organization• Assigning service requests• Maximize efficiency • Preventative Maintenance • Time Management Tips• Gain useful knowledge to be

utilized onsite.

TIME MANAGEMENT TIPS• Time is money• Create the right time• Batch tasks to maximize time• FTF- Feared things first• Record/write down ideas• Talent is overrated- get there 1st

• Invest in yourself and your team• Remove the double-edged sword• Utilize 5 second and 1 hour rule• Don’t compare; compete w/yourself• Set your day for success & keep a PMA• Water one seed at a time• Take action & don’t make excuses“The man who does more than he is paid for, will soon be paid for than he does”-Napoleon Hill

THE SIX P’S

Color-Coded Site Maps• Water shut-off i.e., main/buildings• Irrigation shut offs• Fire suppression (panels/valves)• Sewer cleanouts • Photo-cells/house panels• Gas cut offs/main• Re-irrigation pumps/shut offs• Storage rooms/shops

Emergency Contacts• On-site staff (office/maintenance)• Carpet extraction/water intrusions• Plumbing company• Electrical company• City/Government numbers• Glass Company• HVAC Company• Fire-watch/Security

SHOP ORGANIZATION

HVAC

Plumbing

Appliances

Lightning

Electrical

Hardware

SAVED SPACE=SAVED TIME• Paint storage• Sub-shops• Mobile shops• AC Rooftop box• PVC pipe storage• Drill holes in shop bench• Under-shelf storage• On-call box• Capital equipment closet

SPECIAL PARTS TO KEEP IN STOCK

Special parts:It’s better to have what you need and not use it, then need what you don’t have. • Spare boiler parts-collect model/serial #

• Extra pool pump/motor parts• Major plumbing repair parts• Dehumidifier and mold inhibitor• Golf cart maintenance supplies• Entry gate supplies• 1-2 gallons of t/u paint for common areas• Rain suits for staff and one set of duck waders• Asphalt patch and large tarps, drop clothes and rope.• Hydraulic oil & fittings for trash compactor• Sump pump/large sweep broom for flat roofs

UNCOMMON ITEMS FOR SHOP

Uncommon ItemsUncommon items are those minor supplies you wouldn’t think you need but are great to have: • food coloring

• vinegar and baking soda• bread and peanut butter• kitty litter• sandbags- keep 15 or more• funnels-oil changes• leak diverters• spare precut plywood (broken windows), • bagster bags-when compactors overflow.• mini-fridge with ice- in event of emergencies.• lead wool and pencils

TASK FOCUS FUNNELWrite down all of the tasks that you do on a daily basis and then ask yourself the following questions: What can I eliminate, automate, or delegate?

ELIMINATE

AUTOMATE

DELEGATE

ME

ELIMINATE

• Service Requests• Educate office/residents• Paint storage• Light checks• Old files/catalogs• Tool/part hoarding• Donate obsolete supplies• Only touch a paper once

AUTOMATE

• Chemical feeder• Online orders• Custom catalogs• Saved shopping carts• Rehab boxes/Matrix• Emergency box• Utilize software effectively• Review contracts• R410A conversions

DELEGATE

• Ordering• Assigned sections• Vendor locks• Chart of charges• Clean up • Trash compactors• Utilize individuals strengths• Cross train team membersYour not promotable until the person beneath you can do your job!

PARETO PRINCIPLE An Italian economist, Vilfredo Pareto, created the Pareto principal in the 19th Century.• The rule states that 80% of our success/results

comes from 20% of our actions. • 80% of employee problems or call backs come

from 20% of our staff. • 80% of our emergencies come from less than

20% percent of our equipment.• In your career consider how you got promoted

over the years and the 20% activities that got you there.

• Learn to say, “no” and create block timing so you can work on your high leverage 20% tasks.

ASSIGNING WORK ORDERS• Emergency/Date• Location• Numerical order• Divide & Conquer• Multiple Requests• Utilize Strengths• Peer Coaching• Tracking

IMPORTANCE OF P.M.

• Equipment downtime is decreased and the number of major repairs are reduced

• Better conservation of assets and increased life expectancy of asset.

• Helps eliminate premature replacement of capital items.

• Reduced overtime costs for maintenance. • Timely, routine repairs circumvent fewer

large-scale repairs.• Improved safety and quality conditions for

residents & workers alike.

BEFORE YOU BEGIN (BAMCIS)

Supervise Supervise- Receive daily or weekly progress & inspect what you expect!

Issue Issue the order- after all parties know the desired outcome; commence the work.

Complete Complete the plan- finalize spreadsheets, order supplies, arrange logistics, discuss expectations.

Make Make recon.- start obtaining quotes on supplies, get estimates on what will be outsourced

Arrange Arrange recon.- put together materials list & determine what may need to be outsourced.

Begin Begin the planning- triage issues at the property and decide what P.M. is most urgent.

RULE OF RIGHT

Following the rule of right from the start to finish of the make-ready process will ensure a quality product with fewer defects. 1. Start at entry and work your right looking for defects until you’ve come

back full circle.2. Once parts are retrieved from the shop, disperse them at each location

and begin work starting from right and work way back to start point.3. Finally upon completion of the make ready; the service manager should

follow the rule of right looking for defects: paint, resurface, make-ready and housekeeping.

MAXIMIZING TIME FOR MAINTENANCE DEPARTMENT

• Prefabricate shower valves.• Pulling vacuums and recoveries.• Create spread sheets for large orders.• Purchase specialty tools to work smarter.• Consider adding roving maintenance.• Identify weaknesses in team & remediate.• Invest in your team through education.

“ Your only as strong as your weakest link!”

“EVERYTHING YOU DO HAS YOUR SIGNATURE ON IT; SO SIGN IT WITH EXCELLENCE!”