Prevent emergencies, control costs, and keep your building in top shape—one month at a time
One of the biggest stressors in multi-family property ownership isn’t tenant issues or rent collection—it’s unexpected maintenance.
A burst pipe. A leaking roof. A broken furnace the week temperatures drop. These aren’t just expensive—they’re disruptive. They hurt tenant satisfaction, damage your reputation, and drain your time.
But there’s a solution: a proactive, month-by-month maintenance calendar.
Property owner and entrepreneur Gus Grimstad is a big believer in systemizing everything, especially maintenance. His approach is simple but powerful: when you plan for the small stuff, you avoid the big stuff.
Here’s how to build a maintenance schedule that keeps your property running smoothly all year long.
Why a Maintenance Calendar Matters
Before jumping into the month-by-month checklist, let’s answer the obvious question: why bother?
Benefits of a maintenance calendar:
- Avoid expensive surprises by catching problems early
- Smooth out cash flow by spreading out repairs
- Improve tenant retention with fewer disruptions
- Protect your property value with consistent upkeep
- Free up mental bandwidth by knowing what’s coming
In Gus Grimstad’s words:
“The more you plan, the less you panic. Emergencies don’t stop happening, but they get a lot rarer—and a lot less expensive.”
January: Cold Weather Systems & Emergency Prep
- Test and service furnaces/boilers
- Check carbon monoxide detectors and smoke alarms
- Inspect insulation around pipes
- Ensure emergency contacts are up to date for vendors
- Stock salt or sand for walkways
✅ Goal: Prevent heating failures and frozen pipe damage during the coldest stretch of the year.
February: Safety Check & Interior Details
- Test all smoke/carbon monoxide alarms again
- Schedule pest inspection if building has history of winter pests
- Check for condensation or leaks around windows
- Replace furnace filters
- Evaluate hallway and stairwell lighting
✅ Goal: Use the slower winter month to catch safety and visibility issues.
March: Roof, Gutters & Water Damage Risk
- Schedule roof inspection as snow melts
- Clear gutters and downspouts
- Check for basement leaks or moisture
- Evaluate common area paint, walls, trim
- Begin ordering supplies for spring landscaping
✅ Goal: Get ahead of water issues before spring rains start.
April: Curb Appeal & Outdoor Readiness
- Power wash exterior siding, sidewalks, stairs
- Begin landscaping and mowing contracts
- Test and service lawn sprinklers
- Clean out and organize maintenance closets or sheds
- Review leases for summer turnarounds
✅ Goal: Make a strong first impression and prepare for the busy spring-summer turnover season.
May: Unit Turnovers & AC Systems
- Deep-clean and repair any vacant units
- Service and test central air or window units
- Check windows and screens for tears or broken locks
- Refresh mailbox areas and signage
- Repaint or touch up unit doors and trim
✅ Goal: Prepare for tenant move-ins and warm weather before it’s urgent.
June: Common Areas & Summer Prep
- Inspect laundry facilities
- Repaint, reseal or refresh parking lots and outdoor stair rails
- Clean and service common area vents or fans
- Install window coverings in shared spaces if needed
- Inspect fire extinguishers and exit signage
✅ Goal: Keep public spaces clean, safe, and heat-ready.
July: HVAC, Plumbing, and Safety
- Double-check all HVAC filters and vents
- Test for slow leaks in kitchens/bathrooms
- Inspect plumbing access points in utility rooms
- Ensure grills, patios, balconies (if allowed) meet safety code
- Schedule mid-year vendor check-ins
✅ Goal: Prevent wear-and-tear issues from worsening in peak summer heat.
August: Fall Planning & Exterior Touches
- Inspect roof for summer storm damage
- Book fall service appointments now
- Touch up paint or caulking around windows
- Ensure storm windows/screens are available
- Confirm move-out dates and cleaning plans
✅ Goal: Prep for fall while maintaining peak tenant satisfaction during summer.
September: Weatherproofing & Budget Prep
- Check seals on doors and windows
- Begin drafting next year’s maintenance budget
- Inspect attics, crawlspaces, or shared basements
- Schedule gutter cleaning
- Service or schedule tune-up for heating systems
✅ Goal: Get ahead of heating season and financial planning.
October: Winterization & Lease Audit
- Blow out sprinkler systems
- Shut off and insulate outdoor faucets
- Final roof and gutter inspection before snow
- Audit lease expirations through end of year
- Check holiday lighting or decor policy
✅ Goal: Fully prepare your building for winter while ensuring lease terms are aligned.
November: Communication & System Review
- Send winter prep info to tenants
- Test backup lighting, hallway heat, sump pumps
- Double-check snow removal contracts
- Review vendor contacts and emergency numbers
- Evaluate insurance policies (fire, flood, landlord coverage)
✅ Goal: Ensure both tenants and systems are ready for winter.
December: Year-End Maintenance Wrap-Up
- Walk each common area for safety and cleanliness
- Schedule deep cleans in vacant units or lobbies
- Review maintenance records and vendor performance
- Finalize next year’s calendar based on trends
- Reflect on capital improvements needed next year
✅ Goal: Close out the year strong and set a clear path for January.
Final Thoughts: The Building Doesn’t Manage Itself
Being proactive with maintenance isn’t just smart—it’s a competitive advantage. It keeps tenants happy, protects your asset, and frees you from the constant cycle of reacting to emergencies.
Gus Grimstad puts it best:
“Every month, you can either catch something early—or fix it late and expensive. I’d rather catch it. That’s why I calendar everything.”
So whether you use a spreadsheet, a property management tool, or just a physical calendar on your office wall—build the habit of planning maintenance in advance.
You don’t have to do everything in one month. You just have to do the right things in the right order.