How to Establish Management in a Newly Built Building First things to do

When the owners of floors begin to move in a new building, it is necessary to create a board of floor owners so that the common needs of the building are met and the management is carried out in an orderly manner.

Especially for people who are managers for the first time, it may be a matter of curiosity what actions to take in this process. So what should be done first after the establishment of management in a new building?

1st Floor Owners Board Meets

The floor owners in the building meet and hold a meeting of the floor owners board.

At the first meeting, the main issues related to the management of the building are discussed. Needs such as the election of a manager or board of directors, meeting common expenses, maintenance and cleaning, and other issues related to the management of the building can be decided.

Decisions taken by the board of floor owners must be duly recorded.

2. Admin is elected

manager of the building is elected on the board of floor owners. The manager can be chosen from among the owners of the floor, as well as an outsider

Once the manager is elected, it is the responsibility of the manager to meet the common needs of the building, manage expenses, implement the decisions of the floor owners board and carry out other management related work.

3. The Decision Book is Prepared

One of the first actions that the new manager must perform is to prepare the decision book in which the decisions of the board of owners of the floors will be recorded.

Decisions of the board of owners of floors are written in a notebook, the page numbers of which follow one another, and each page is notarized. The owners of the floors present in the meeting sign the resolutions; those who vote against the decision, indicate the reason for the discrepancy.

Therefore, the new manager must ensure that the decision book to be used is properly prepared.

Not only meeting decisions, but also management records specified in the law are processed in the decision book in date order. The manager is also obliged to keep expense documents and other management documents.

4. Business Project is Prepared

One of the important actions that must be carried out after the manager is selected is the preparation of the business project .

According to the Law on Condominium, the manager is obliged to present it to the owners of the floors by preparing a business project when appointed.

In the business project;

• Annual estimated income and expenses of the building,
• Estimated amounts to be deducted from expenses to the owners of the floors,
• Advance amounts to be received to cover estimated and other possible expenses

is shown.

Thus, the annual expenses of the building are planned and the necessary budget for common expenses is formed.

5. Duties and Common Expense Tracking Initiated

In line with the business project, common expenses and advances to be received from the owners of the floors are determined.

Common area electricity, cleaning, elevator maintenance, garden maintenance and other common expenses of the building are regularly monitored.

Keeping documents of expenses incurred and regular tracking of payments of apartment owners ensures orderly progress of management from a financial point of view.

6. The Needs of Common Spaces Are Determined

It is also important to check the needs related to common areas in the first period of management in new buildings.

Necessary services should be planned by reviewing elevator, common electricity and water, cleaning, garden, fire safety and other maintenance needs.

If there will be working personnel in the building, entry, wages, permits and other personnel transactions should also be monitored regularly.

7. Management Records Are Maintained Regularly

With the establishment of management, it is necessary to keep a regular record of decisions, income and expenses, payments of dues and expenses incurred.

Apartment and site management applications such as Biyos can help to keep track of management processes such as dues, income-expenses, decisions and announcements in a single system in an orderly manner.

Regular registration and follow-up, especially for first-time managers, contributes to both the simplification of management work and the conduct of transparent management towards the owners of the floors.

As a result, the establishment of management in a new building does not consist only of electing a manager. The meeting of the board of floor owners, the election of the manager, the proper keeping of the decision book, the preparation of the business project and the initiation of income-expense tracking constitute the basic steps of management.

Proper registration, regular monitoring and a transparent management understanding help to manage the building more regularly from day one.