Agree the rules

Before the first job even comes in, you need to set the ground rules. Maintenance works best when expectations are clear: who approves what, how much can be spent, what counts as urgent, and which trades are preferred. These boundaries create speed, reduce confusion, and prevent drama.

At Tapi, we see maintenance coordination as part decision-making and part expectation management. If you wait until a pipe bursts to ask an owner how much they’re comfortable spending, you’re already behind. But when the rules are agreed upfront — authority limits, preferred vendors, communication preferences — you can act fast with confidence and deliver outcomes without endless back-and-forth.

Clear rules also help manage risk. You avoid accidental overspend, unauthorised repairs, or compliance slip-ups. And when something does go wrong, you’ve got documentation to back up every call you made.

It’s not just about protecting yourself — it’s about building trust. When owners know how decisions will be made (and where their money goes), they’re far more likely to approve quickly, stay loyal, and leave you to do your job.

Set the rules once. Stick to them always. And revisit them regularly. It’s how you stay efficient and respected at the same time.

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