Best Practices for Managing Multifamily Properties During Chicago’s Harsh Winter Months

Winter in Chicago can be brutal. As temperatures drop and snow piles up, multifamily property managers are faced with a unique set of challenges. From frozen pipes to tenant comfort, the cold weather can wreak havoc on both your property and your tenants' peace of mind. But with the right preparation and strategies, you can keep your buildings running smoothly while ensuring your tenants stay warm and safe.

In this post, we’ll cover essential winter management practices that will help you maintain your property, reduce emergency calls, and keep your tenants happy during the cold months.

1. Inspect and Prepare Your Building for Cold Weather

Before the first snowflake falls, take the time to inspect your property’s exterior and interior for any potential winter issues. Here’s a checklist to make sure you’re covered:

• Roof and Gutters: Clear gutters of leaves and debris to prevent ice dams, which can cause water damage to your building.

• Windows and Doors: Check for drafts and weatherproof your windows and doors to keep heat in and cold out. Sealing gaps can help reduce heating costs.

• Insulation: Ensure that attics, basements, and exterior walls are properly insulated to prevent heat loss and avoid frozen pipes.

• Sidewalks and Walkways: Double-check that all outdoor areas are safe and accessible. This includes clearing ice and snow regularly to prevent slip-and-fall accidents.

Getting a head start on these tasks will help you avoid costly repairs and discomfort later in the season.

2. Maintain Heating Systems and Boilers

One of the biggest concerns for multifamily properties in winter is keeping the heating systems running smoothly. In a multi-unit building, it’s especially important that each unit has a reliable and efficient heating system.

• Schedule Regular Inspections: Hire a professional to inspect and service your HVAC systems and boilers. Preventive maintenance is key to avoiding breakdowns during the coldest months.

• Airflow and Filters: Replace air filters in heating units and ensure that airflow isn’t blocked by furniture or curtains. A clogged filter can cause heating systems to overwork and lead to higher energy bills.

• Thermostats and Heat Control: Make sure all thermostats are functioning correctly and consider installing smart thermostats for more efficient temperature control throughout the building.

By staying ahead of heating system issues, you can prevent cold-related emergencies that disrupt tenants and lead to expensive repairs.

3. Prepare for Snow Removal

Snow accumulation is an inevitable part of winter in Chicago, and it’s your responsibility to keep the property safe and accessible for tenants.

• Hire a Snow Removal Service: Work with a local snow removal company or keep a team on standby to clear parking lots, walkways, and driveways after each snowfall. It’s essential to stay on top of this to prevent accidents and minimize tenant complaints.

• Stock Up on Salt and Ice Melt: Make sure you have an ample supply of salt and other ice-melting products for slippery surfaces around the property. Spread it on walkways, steps, and driveways to keep everything safe.

• Establish Clear Procedures: Set clear communication with your snow removal team regarding the frequency and timing of snow clearing, especially after a heavy snowstorm.

Regular snow removal not only ensures tenant safety but also helps with maintaining the curb appeal of your property during the winter months.

4. Inspect Plumbing and Pipes

Frozen pipes are a significant concern during Chicago’s frigid winter months. When water inside the pipes freezes, it can cause pipes to burst, leading to major water damage.

• Insulate Exposed Pipes: Ensure that exposed pipes, especially those in basements, crawl spaces, and attics, are well-insulated. Adding pipe insulation or heat tape can prevent freezing.

• Keep Heat Running: In vacant units, make sure that the heating is kept at a minimum temperature (typically 55°F) to avoid freezing pipes.

• Preventative Measures for Tenants: Advise tenants to leave cabinet doors open under sinks to allow warmer air to circulate around pipes, and to run a trickle of water in sinks when temperatures drop below freezing.

By taking these steps, you’ll minimize the risk of plumbing issues that could cause significant damage and disruption to your tenants.

5. Communicate with Your Tenants

Good communication is essential for managing any property, and it’s especially important during winter. Make sure to keep your tenants informed about weather-related issues and any preventive measures they should take.

• Provide Winterizing Tips: Send out an email or post notices about how tenants can help maintain heat in their units (like keeping windows closed and doors shut).

• Inform About Emergency Procedures: Make sure tenants know what to do in case of a heating emergency, a water leak, or a snow-related safety concern. Provide clear contact information and instructions for urgent issues.

• Winter Amenities: If your building offers any winter-related amenities, like a designated warming area or a heated parking lot, let tenants know how to access these resources.

When tenants feel that you’re proactively addressing potential issues, they’re more likely to feel secure and satisfied with their living conditions, even during the harshest winter months.

6. Plan for Holiday Season Issues

The holiday season can bring about unique challenges for property management. From increased tenant requests for time off to package deliveries, being proactive can help reduce stress.

• Offer Flexible Hours: Be mindful of holidays and offer flexible hours for maintenance requests or emergency repairs.

• Manage Package Deliveries: With online shopping on the rise, consider setting up a central location for package deliveries or implementing a secure package system to prevent theft.

Preparing for the holiday rush and communicating with tenants in advance can help smooth over potential issues.

Conclusion: Be Proactive, Not Reactive

Winter in Chicago is inevitable, but how you manage your multifamily property during this season doesn’t have to be. By preparing in advance, maintaining your systems, and staying proactive in communication, you can minimize winter-related issues and keep your tenants happy and comfortable.

Managing a multifamily property in Chicago during the harsh winter months can be challenging, but with these best practices, you’ll be ready to handle whatever the season throws your way. Stay ahead of the curve, and your property will not only survive the winter—but thrive.