An end-of-year review should turn visit records into property decisions. Look for recurring locations, unresolved repairs, inaccessible areas, seasonal pressure and gaps between contractor recommendations and completion. Counting call-outs alone cannot show whether one persistent route drove several visits.
Clean the data before drawing conclusions
Standardise property, building and room names. Separate confirmed pest activity, suspected signs, precautionary checks and customer enquiries. Record the inspection limits, because “no evidence” in two accessible rooms is not comparable with a full communal-area visit.
Then group actions by location and type: waste, cleaning, proofing, drainage, access, resident communication or another specialist referral. Retain original dates. A repair raised three times is different from three new repairs, even if the dashboard total is identical.
Review a sample of reports for quality. Can another manager find the asset? Does the recommendation have an owner and deadline? Was completion verified? Are products and devices mapped? If reports use vague language, fix next year’s reporting specification rather than pretending the old data is precise.
Read patterns at property level
Five call-outs in one block may trace back to one unresolved bin-store door. Five isolated enquiries across unrelated buildings may not justify the same programme change. Compare recurrence by exact location, the timing of works, missed access and closure evidence.
Include properties with few reports. Silence can mean low activity, but it can also reflect an unclear reporting route or repeated access failure. Check whether inspections occurred as planned and whether occupiers knew how to report concerns.
Turn findings into a small number of owned priorities: repair specific routes, improve a waste contract, align inspections with refurbishment, revise resident reporting, or change the contractor report format. Budget separately for known repairs, planned surveys and contingency; do not invent treatment prices before scope exists.
Set next year’s review points
Use change events as well as calendar dates: tenancy turnover, roof works, kitchen closure, landscaping, new waste arrangements and contract renewal. Name the person who reviews each event and what evidence closes it.
State data limitations in the review. Do not use incomplete records to rank residents, prove contractor fault or determine legal liability. Those conclusions require their own evidence and process.
Call The City Pest Company on 0203 393 2338 to discuss portfolio reporting and maintenance scope. See the maintenance contracts page for context.
FAQs
Which measure matters most?
No single count is enough. Combine recurring locations, unresolved actions, access failures and inspection scope.
Should every property have the same visit frequency?
Not automatically. Use property risk, history, use and change points to set the plan.
Can the review decide who caused a problem?
No. Keep the review operational and use the appropriate contractual or legal process for responsibility questions.
