The Process

 

The complexities of building and fire safety management can be substantial.

Navigating the requirements for assessing multiple areas within a property—such as estates, fire doors, alarms, call points, and emergency lighting requires a thorough understanding of what must be inspected, the appropriate frequency of those inspections, and the specific elements that demand heightened attention to ensure compliance with regulations.

Even routine cleaning and maintenance may appear overwhelming without a clear starting point.

To address these challenges, we have developed a straightforward, structured 6-point process designed to assist Property Managers in achieving full compliance for their buildings efficiently and effectively.

 

1. Initial consultation call

We will arrange a video call or phone call with the Property Manager and explain how we operate, and set out a plan action for you.

We will:

  • Discuss the regulations for your building depending on height of the building.
  • Regulated requirements and frequency of the inspections.
  • Any other requirements you need help with on your site - like cleaning or general repairs
  • Help you arrange  block cleaning , general maintenance,  lock repairs, Estate visits and anything that you require to make your site more manageable.
  • Discuss pricing, availability and timescales
  • Take notes of things like parking for our staff, access codes for buildings and secure areas, site staff contacts and key box locations.
  • Arrange a time when we can meet you onsite to go through the whole site.

 

2. Site visit & assessment 

(We call this an Inventory)

We will:

  • Meet you on site and go through the entire Estate/Buildings itemising each area that needs to be checked.
  • Take lots of photos so that we can create a file for your site/block.
  • Create a site map of the Estate, and of each blocks interior individually.
  • Itemise each Fire Door in the building, general doors, communal and apartment doors
  • Itemise every checkable Fire Safety item.
  • Create a floor plan.
  • Create a schedule for these checks to be carried out.

 

3. Bespoke Packages

Once we have a full list of every checkable area  and have a better idea of your requirements and the site file has been created, we can discuss with you our package offers.

This will save you and your clients money over the Year.

We can group checks together, for example a building may just have EML and not Fire Alarms, or Fire Escapes.

Cleaning may need to be done once a week.

You may have locks that need to be repaired, or codes changed for security. Whatever your needs we will create a bespoke schedule for your site.,

 

4. Housekeeping

After the visit, we will head back to our offices and create a logbook. We will also create a site sheet.

  • Site sheets are a list of what we do on each inspection. A copy is left on the notice board digital copy is emailed to the Property Manager.

This way, all contractors, FRA inspectors, Property Managers, site staff and residents can all see what we have done each inspection.

  • The logbook is the site Bible. It will have literally everything in there. The Estate map. floor plans of every building we inspect floor by floor, every apartment door, every communal door with locations,

Every location of  Fire Safety checks - AOVS, Call points etc, cleaning schedule, access codes for bin stores, contact numbers and so on. This will be left in a secure area of your choosing.

This will help Contactors when carrying out works, you simply hand them the file.

 

5. Scheduling Inspections

Fire safety involves many moving parts.

We monitor all schedules and renewal dates, ensuring inspections are booked and completed on time so you remain compliant without the stress

  • We will schedule the inspections to coincide with regulations on Fire Safety. This is mainly for Fire Doors and Fire Safety checks.
  • The schedule will allow you to give site staff and residents enough notice to allow us access. We usually advise 2 weeks notice.
  • The schedule will detail all the checks that are required for regulations and the frequency.
  • Buildings over 11 meters require 4 checks per Year,  every 4 Months.
  • Fire Panels, alarms, EML, AOV usually are Month checks, 
  • Fire Escapes, Fire alarms and Lift checks can be weekly.
  • Cleaning maybe require a weekly attendance. But repairs are immediate. Whatever you need we will try and accommodate. 

 

6. Professional Inspections

We will:

  • Complete all agreed fire safety checks.  Fire safety checks  can be a few pages on  a file.
  • Complete fire door inspections providing detailed digital and physical reports after each visit. Doors can be up to 10 pages per door as we check everything on the door.
  • Send PMs digital copies.
  • Create an overall file  for ease of use and reference.  (We call this an Overall report)
  • Any works to be done or compliance failures are clearly highlighted, with required remedial works explained and supported by photo evidence.
  • Cleaning, repairs and other non compliant checks/works will be carried out as and when required, with a record sheet completed.
  • Check sheet copies will be left onsite so that residents and site visits can see what has been done. This will also aid us when we do site audits to ensure quality of service to our clients.