Map your response levels

Not all jobs are created equal — and not all deserve the same urgency, budget, or attention. Mapping your response levels means defining what’s urgent, what can wait, and what might not need fixing at all. It’s how you stay in control when the job volume spikes or emotions run high.

At Tapi, we encourage teams to categorise jobs into three simple tiers:

• Urgent — health, safety, or property damage risks.
• Essential — impacts habitability or functionality but isn’t an emergency.
• Cosmetic — minor issues that don’t disrupt living conditions.

This sounds simple, but it’s incredibly powerful. A clear response map helps property managers make fast, confident triage calls without second-guessing themselves. It gives tenants peace of mind that you’re on it (or sets a realistic timeline). And it helps owners feel assured that their money is being spent for the right reasons.

Mapped response levels also drive smarter delegation. Urgent? Assign straight away. Essential? Request approval with context. Cosmetic? Bundle it for later or flag for long-term planning. It brings clarity to what otherwise feels chaotic.

The result is a more predictable maintenance process where every stakeholder — manager, owner, tenant, tradie — understands the "why" behind each decision. That’s how you reduce noise, avoid escalation, and keep everyone aligned.