1. 0000.PPT 8/15/2015 1 CRAIG ADDICKS- PROPERTY ANALYST MANAGER. BALTIMORE MARYLAND EFFECTIVE PROPERTY MANAGEMENT COMMUNICATION NPMA NES PRESENTATION June 2014

2. 2 ASK YOURSELF - WHAT MESSAGE(S) DOES YOUR PROPERTY MANAGEMENT TEAM COMMUNICATE TO YOUR EMPLOYEES? OR IS THERE ANYTHING AT ALL BEING COMMUNICATED THAT LETS EMPLOYEES KNOW ANYTHING ABOUT PROPERTY MANAGEMENT?OR IS THERE ANYTHING AT ALL BEING COMMUNICATED THAT LETS EMPLOYEES KNOW ANYTHING ABOUT PROPERTY MANAGEMENT?

3. 3 CAN THE EMPLOYEES AT YOUR SITE ANSWER THESE QUESTIONS? WHAT IS PROPERTY MANAGEMENT ? (Do they mow the lawn?)WHAT IS PROPERTY MANAGEMENT ? (Do they mow the lawn?) WHY ARE THEY IMPORTANT? (So what? They Manage Property- but what does that matter? Business Systems Rule)WHY ARE THEY IMPORTANT? (So what? They Manage Property- but what does that matter? Business Systems Rule) WHO ARE THEY?- (Are they sitting right next to YOU and YOU didn’t even know it)WHO ARE THEY?- (Are they sitting right next to YOU and YOU didn’t even know it)

4. 4 If you answered with uncertainty to any of the previous questions on the previous slide ------ You need to start the Communication of Property Management’s message to your site employees !You need to start the Communication of Property Management’s message to your site employees !

5. 5 What do you do first? Approach YOUR Management to Get Buy In for Establishing a Property Management Communication CommitteeApproach YOUR Management to Get Buy In for Establishing a Property Management Communication Committee Pick a Chairperson to Lead the Committee and ask for volunteers to be on the committee. Most effective number of volunteers is usually 5-7 representatives.Pick a Chairperson to Lead the Committee and ask for volunteers to be on the committee. Most effective number of volunteers is usually 5-7 representatives. Determine a Mission Statement, Objectives, and Goals for the defining the committee’s purposeDetermine a Mission Statement, Objectives, and Goals for the defining the committee’s purpose Develop a Communication Strategy of how the mission statement, objectives and Goals are going to be communicated to the site employees. If you have a communications department, sometimes they are willing to do this for you in order to make sure that consistency is maintained and it is done within company policy guidelinesDevelop a Communication Strategy of how the mission statement, objectives and Goals are going to be communicated to the site employees. If you have a communications department, sometimes they are willing to do this for you in order to make sure that consistency is maintained and it is done within company policy guidelines

6. 6 Developing A Property Management Communications Plan 1. Determine Objectives. These could be some of them: Ensure the recording, protection, preservation and maintenance of government/customer property in the possession of or under the control of Property Management by complying with applicable contract provisions, government regulations, and company policy and procedures. Provide leadership and structure for the uniform control of property across the business.

7. 7 Developing a Property Management Communications Plan (continued) Developing a Property Management Communications Plan (continued) 2. Determine Goals Inform employees about what property is and the impact it has on our business Inform employees about who the property team is Inform employees of the benefits and requirements of protecting, preserving and maintaining all company and government owned property Inform employees what their responsibility is in taking care of company and government owned property

8. 8 Developing Property Management Communication Plan (continued) 3. Identify Key Messages Almost all property can be separated into two basic groups: company-owned and government-owned. Property Control is important to a company’s future; when we lose or misuse property, we lose money. The government can also fine us if their property is damaged or lost, resulting in potential loss of business, progress payments and damage to our customer relationships. You are responsible for the property assigned to you and also property that you may be using; treat it like it belongs to you! When in doubt, contact your site property administrator who can answer your questions and guide you in the right direction. Do not accept property on a contract or dispose of any property without coordinating it with Property Administration

9. 9 Developing a Property Management Communications Plan (continued) ONCE THE COMMUNICATION PLAN IS DEVELOPED- FOCUS ON THE TACTICS OF YOUR PLAN! FOCUS ON THE TACTICS OF YOUR PLAN!

10. 10 Developing a Property Management Communications Plan (continued) Developing a Property Management Communications Plan (continued) 4. Tactics- Articles4. Tactics- Articles DESIGNATE SOMEONE ON THE COMMITTEE TO DRAFT AN ARTICLE ON ANY PROPERTY MANAGEMENT TOPIC THAT THEY KNOW AND FEEL COMFORTABLE WRITING ABOUT DUE TO THEIR KNOWLEDGE STRENGTHS.DESIGNATE SOMEONE ON THE COMMITTEE TO DRAFT AN ARTICLE ON ANY PROPERTY MANAGEMENT TOPIC THAT THEY KNOW AND FEEL COMFORTABLE WRITING ABOUT DUE TO THEIR KNOWLEDGE STRENGTHS. ROUTE THE ARTICLE TO TEAM FOR REVIEWROUTE THE ARTICLE TO TEAM FOR REVIEW PUBLISH THE ARTICLE ON HOMPAGE OR INTERNAL NEWSLETTERSPUBLISH THE ARTICLE ON HOMPAGE OR INTERNAL NEWSLETTERS

11. 11 Developing a Property Management Communications Plan (continued) 4. Tactics – NEWSLETTERS4. Tactics – NEWSLETTERS DOES YOU COMPANY HAVE A PROPERTY MANAGEMENT NEWSLETTER OR MASS E-MAILING TO ADDRESS CERTAIN TOPICS?DOES YOU COMPANY HAVE A PROPERTY MANAGEMENT NEWSLETTER OR MASS E-MAILING TO ADDRESS CERTAIN TOPICS? IF NOT, IS THE COMMITTEE ABLE AND WILLING TO INVEST THE TIME AND EFFORT TO CREATING AND MAINITAINING ONE?IF NOT, IS THE COMMITTEE ABLE AND WILLING TO INVEST THE TIME AND EFFORT TO CREATING AND MAINITAINING ONE? DO OTHER FUNCTIONS HAVE AN ESTABLISHED NEWSLETTER THAT THEY MAY ALLOW PROPERTY MANAGEMENT ARTICLES TO BE PUBLISHED- I.E. ENGINEERING/OPERATIONS?DO OTHER FUNCTIONS HAVE AN ESTABLISHED NEWSLETTER THAT THEY MAY ALLOW PROPERTY MANAGEMENT ARTICLES TO BE PUBLISHED- I.E. ENGINEERING/OPERATIONS?

12. 12 Developing a Property Management Communications Plan (continued) 4. TACTICS - PLASMA SCREEN MESSAGES4. TACTICS - PLASMA SCREEN MESSAGES SHORT CONCISE “DID YOU KNOW” KIND OF FACTS THAT TEACHES PROPERTY MANAGEMENT FUNDAMENTALSSHORT CONCISE “DID YOU KNOW” KIND OF FACTS THAT TEACHES PROPERTY MANAGEMENT FUNDAMENTALS USUALLY NO MORE THAN 10-15 WORDSUSUALLY NO MORE THAN 10-15 WORDS Examples: Examples: “DID YOU KNOW ““DID YOU KNOW “Whenever Property is lost, damaged or destroyed, you need to contact Property Management first.” “DID YOU KNOW “Government Property" includes both government- furnished and contractor-acquired property

13. 13 Developing a Property Management Communications Plan (continued) Developing a Property Management Communications Plan (continued) 4. TACTICS- IDENTIFY A PROPERTY MANAGEMENT DAY OR MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MANAGEMENT Identify a day/month for a common Property Awareness Day/Month across sites.Identify a day/month for a common Property Awareness Day/Month across sites. Define a Purpose For the event- To introduce employees to Property Management staff at all sites and help answer common questions.Define a Purpose For the event- To introduce employees to Property Management staff at all sites and help answer common questions. Develop a Common themeDevelop a Common theme Develop a Common Poster/BrochureDevelop a Common Poster/Brochure Follow up with a common article applicable to your site (s) that coincides with the common theme. Follow up with a common article applicable to your site (s) that coincides with the common theme.

14. 14 Developing a Property Management Communications Plan (continued) Developing a Property Management Communications Plan (continued) 4. TACTICS- IDENTIFY A PROPERTY MANAGEMENT DAY OR MONTH TO RECOGNIZE THE IMPORTANCE OF PROPERTY MANAGEMENT FIND AN INEXPENSIVE GIVEWAY TO HIGHLIGHT DAY’S EVENT- I.E. PENS, LUGGAGE TAGS ETC.FIND AN INEXPENSIVE GIVEWAY TO HIGHLIGHT DAY’S EVENT- I.E. PENS, LUGGAGE TAGS ETC. PUBLICIZE THE EVENT THROUGH COMMUNICATIONS DEPARTMENT AND NPMAPUBLICIZE THE EVENT THROUGH COMMUNICATIONS DEPARTMENT AND NPMA FINALLY- TAKE PICTURES OF THE EVENT SO SUCCESS OF IT CAN BE HIGHLIGHTED TO THOSE WHO MAY NOT HAVE PARTICIPATED OR SEEN IT.FINALLY- TAKE PICTURES OF THE EVENT SO SUCCESS OF IT CAN BE HIGHLIGHTED TO THOSE WHO MAY NOT HAVE PARTICIPATED OR SEEN IT.

15. 15 Developing a Property Management Communications Plan (continued) 4. TACTICS DEVELOP A PROPERTY MANAGEMENT LOGO4. TACTICS DEVELOP A PROPERTY MANAGEMENT LOGO THIS ADDS MORE VISIBILITY TO WHO AND WHAT PROPERTY MANAGEMENT DOESTHIS ADDS MORE VISIBILITY TO WHO AND WHAT PROPERTY MANAGEMENT DOES COULD BE A SLOGAN OR A GRAPHIC (I.E. “PROPERTY TRACKS ALL MOVES IN THIS PLANT!”COULD BE A SLOGAN OR A GRAPHIC (I.E. “PROPERTY TRACKS ALL MOVES IN THIS PLANT!” CAN BE USED FOR CORRESPONDENCE, GIVEAWAYS, T- SHIRTS ETCCAN BE USED FOR CORRESPONDENCE, GIVEAWAYS, T- SHIRTS ETC COULD MAKE IT A DESIGN CONTEST TOO WHICH IS ANOTHER TACTICCOULD MAKE IT A DESIGN CONTEST TOO WHICH IS ANOTHER TACTIC

16. 16 WHAT ELSE CAN YOU DO? MAKE IT SOMETHING FUN ! HAVE A CONTEST OR SCAVENGER HUNTHAVE A CONTEST OR SCAVENGER HUNT HAVE GAMES PUBLISHED TO TEACH PROPERTY MANAGEMENT FUNDAMENTALS – LIKE QUIZZES OR WORD SEARCHESHAVE GAMES PUBLISHED TO TEACH PROPERTY MANAGEMENT FUNDAMENTALS – LIKE QUIZZES OR WORD SEARCHES

17. 17 MOST IMPORTANTLY - DON’T FORGET TO TRACK YOUR PROGRESS MOST IMPORTANTLY - DON’T FORGET TO TRACK YOUR PROGRESS IT IS IMPORTANT TO SEE WHAT IS EFFECTIVE AND WHAT IS NOT WORKING WELL.IT IS IMPORTANT TO SEE WHAT IS EFFECTIVE AND WHAT IS NOT WORKING WELL. THIS WILL HELP IDENTIFY FUTURE GOALSTHIS WILL HELP IDENTIFY FUTURE GOALS ALSO IT IS VERY IMPORTANT FOR MANAGEMENT TO SEE THAT A PROPERTY MANAGEMENT IS A TEAM WORKING FOR THE COMPANY’S SUCCESS.ALSO IT IS VERY IMPORTANT FOR MANAGEMENT TO SEE THAT A PROPERTY MANAGEMENT IS A TEAM WORKING FOR THE COMPANY’S SUCCESS.

18. 18 TAKEWAY FROM EFFECTIVE PROPERTY MANAGEMENT COMMUNICATION IF YOU CAN COMMUNICATE THE PROPERTY MANAGEMENT MISSION STATEMENT EVEN TO A FEW, THAT COULD MAKE THE DIFFERENCE TO MORE SUCCESSFUL AUDITS IN THE FUTURE AND YOUR COMPANY’S OVERALL PERCEPTION OF THE IMPORTANCE OF PROPERTY MANAGEMENT.IF YOU CAN COMMUNICATE THE PROPERTY MANAGEMENT MISSION STATEMENT EVEN TO A FEW, THAT COULD MAKE THE DIFFERENCE TO MORE SUCCESSFUL AUDITS IN THE FUTURE AND YOUR COMPANY’S OVERALL PERCEPTION OF THE IMPORTANCE OF PROPERTY MANAGEMENT. PROPERTY MANAGEMENT IS EVERYONE’S RESPONSIBILTY – NOT JUST THE PROPERTY MANAGER’S.PROPERTY MANAGEMENT IS EVERYONE’S RESPONSIBILTY – NOT JUST THE PROPERTY MANAGER’S.

19. 19 QUESTIONS??????

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