What is Involved in the Mobilisation Process from Developer to Property Management Company?

Guide
Written By POD

When a new development project reaches completion, the transition from developer to property management company is a pivotal phase. The mobilisation process is critical to ensure the seamless handover, smooth operation, maintenance, and eventual long-term success of the property. At POD, we specialise in guiding developers through this journey, ensuring every aspect is meticulously planned and executed.

This week, we cover what you can expect during this process and why a diligent, yet personalised approach matters. In our opinion, it’s where we lay the foundation for a long and successful partnership.

POD’s Approach

At POD, we have clear processes in place for the mobilisation of new developments. Of course, we understand that every development is different, so our teams are dedicated to tailoring our services to meet the specific needs of each client. We always work alongside developers to ensure we are looking at the bigger picture to achieve the best results possible.

 We’ve compiled a list of some of the activity you can expect from our proven mobilisation process! You can also read more about this in our recent LinkedIn post here.

 

The Importance of Early Collaboration

Collaborating with your property management company during the initial development phase can save time and money while ensuring the property is future-proofed for smooth operations. In short, the earlier your managing agent is brought on, the better.

Ideally, we would be involved during the initial planning stages of the scheme to work with you to develop and review the operational budget, ensuring that it aligns with your project's goals and objectives.

As practical completion looms, the real work starts, and our mobilisation team get to work (usually three months before scheduled handover). Our detailed onboarding process allows us, as the property manager, to gain a clearer insight and understanding of the individual property needs and long-term practicalities. We further support the process by creating contracts and documentation to aid any planning processes and overall customer satisfaction.

Communication and Coordination

At POD, we know that great communication, transparency and diligence are key to a successful and seamless new development transition. Alongside our tailored touch, we are always clear and concise in terms of the information we need to enable us to do a job. Through our information requests, we thoroughly explain why we need certain documentation and where possible, take as much of the workload away from the developer by searching repositories and identifying key documents. We always keep our clients informed along the way, providing dashboard views of our operational progress data, tracking and monitoring our processes.

Our dedicated mobilisation team conducts a full legal and financial due diligence process as part of onboarding, with a 250-step detailed process that helps to seamlessly transition developments through to handover with utmost transparency.

 

Safety First 

Safety is always our top priority. A thorough health and safety inspection and snagging process is conducted of new developments before we handover. This step ensures that the property meets the required quality and safety standards. It typically involves:

  • Identifying and documenting defects or incomplete works.

  • Conducting health and safety checks, including fire protocol.

  • Testing systems such as fire alarms, access controls, and elevators.

  • Verifying common areas and shared facilities (like gyms, pools, or parking lots) are fully operational.

All necessary pre planned maintenance (PPM) is identified here to ensure they are recorded prior to commencement of management. Regular communication during this phase is crucial to avoid any delays and misunderstandings.

Asset Information and Contractor Partnerships

During the mobilisation period an asset survey will be undertaken during which each of the development’s maintainable assets (including plant and machinery) will be identified and documented. Many developments can have complex mechanical and electrical equipment, so it is important we understand how these systems work and where they are located.

We use our extensive network of contractors to ensure that the right experts are on hand to keep assets well maintained. This schedule also creates the necessary routines required for cyclical risk assessments and tasks to ensure works are undertaken as and when required.

For more on our contractor partnerships, click here.

 

Aligning Customer Journeys

Our clients are experts in making a new home feel special, from the point of first interest to move in, they will show great care and consideration for their customers, who ultimately become POD’s customers (residents). This is why we work diligently to fully understand our client’s vision and ensure our eventual customer journey is an effective and informative extension of their own. At POD, we combine our incredible services with the foundations built by our partner developers; our customers need to know we not only care for their homes, but for them as well!

We ensure that residents feel supported from the beginning of our journey together by sharing all key information about us, our services and their development with them. We also make sure that they understand that we are always on hand to help, setting up communication channels, reiterating our quick response times and giving advance notice of any resident meetings, for example. This helps to foster a positive community atmosphere from the outset.

 

Maintaining Standards

When the handover of new build development takes place, often, customers are still moving in and sales may still be ongoing. It is therefore imperative that the precedent for standards is set during mobilisation and maintained through the point of handover and thereafter. What prospective residents see really does matter.

We set ourselves up for success by quickly implementing our on site management routines to ensure every development is well cared for and maintained from the moment we take over. At POD, we know that prior preparation is key to ensuring everything is in place, happy staff, content clients and ultimate customer satisfaction.

Monitoring and Ongoing Evaluation

The work achieved during mobilisation and in the lead up to the handover process doesn’t end once the property is operational. The first few months are crucial for monitoring performance, addressing unforeseen issues, and fine-tuning processes. Regular evaluations can include:

  • Reviewing financial reports and adjusting budgets if needed.

  • Conducting maintenance reviews to ensure systems are functioning correctly.

  • Gathering feedback from residents to improve services early on.

At POD Management, we actively and consistently engage with our clients and customers alike to ensure the property transitions seamlessly into management that exceeds expectations. From the very beginning of the mobilisation process, through to ‘business as usual’ and beyond, we ensure that communications remain open and knowledge is shared, which allows us to review and improve accordingly.

Partnering with POD

As you can see, thorough and personalised mobilisation makes for a well-executed handover, which benefits both the developer and the property management company. For developers, it ensures that the new property is maintained to high standards, protecting reputation and increasing the asset’s value. For property managers, the work done before handover creates a solid foundation for effective management, minimising disputes and inefficiencies and maximising seamless transitions and customer satisfaction.

Inadequate or a lack of mobilisation processes, on the other hand, can lead to costly mistakes, resident dissatisfaction, and legal complications down the line. That’s why partnering with an award-winning property management company like POD is invaluable.

When you partner with us, you can trust that our dedicated mobilisation team will provide expert support and guidance throughout the handover process. We're committed to ensuring a seamless transition from construction to 'use' stage, enabling you to focus on the success of your development.

Get in Touch

At POD Management, we’re here to simplify the property management journey of your new development journey. You can count on us for expertise and support every step of the way. If you are looking to appoint a new property management company to assist in the smooth running of your property in 2025, the POD team can help you today:

We look forward to hearing from you!

POD
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