Building Manager building reports

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Building Manager building reports

Posted by Gillian Perry on Apr 4, 2017 4:36 pm

Hey folks! I am looking to benchmark with other institutions on your end of day/shift building reports that your Building Managers (or comparable position) submit. Ours definitely needs a revamp, and I'm hoping you all have some good templates/section headers/questions you ask on yours that solict thoughtful reporting and feedback. Thank you in advance!
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Re: Building Manager building reports

Posted by Stephen McCay on Apr 4, 2017 5:24 pm

Here is what we use for our shift reports at Southern Miss, https://forms.usm.edu/union/view.php?id=8%25. I'd be interested to hear what other's do as well.

Re: Building Manager building reports

Posted by Joseph Hayes on Apr 5, 2017 8:18 am

Attached is a copy of ours...
 
Your University Email jaltrag@umail.iu.edu
Shift Start Time 12:00 PM
Shift End Time 05:00 PM
Staffing Issues (short/over-staffed, verbal warnings issued, excellent staff performance, attendance) Breaks:
Marissa, info, 20 min OTC, 2:00-2:20 pm
Lizzie, gallery, 15 min OTC, 2:25- 2:40 pm
Anirudh, cube, 15 min OTC, 1:00-1:15 pm
Sam, game room, 15 min OTC, 4:30-4:45 pm
Client Issues (policy violations, added items, room accommodations) Nidhi tried to call the client twice about the black box mentioned in Andrews Shift summary. They did not answer either call and she has not hear back from them yet.

We added 3 more registration tables to pre-function lounge. The client asked us to just add them and that they would figure out the placement tomorrow morning.
Security Issues (disorderly guests, unusual/suspicious behavior, injuries, any situation where IU Police provide assistance) The event in the theater ended with no problems.
AV Issues (podium not working, low on batteries, computer(s) not working, projector, etc.) The phone at the information desk is not working. Brian Fetter is working on it now. Closing BM please check in with him to see if we need to do anything.
General Shift Observations/Comments Ops got a head start on rooms for tomorrow.
 
It is a MachForm they fill out on there iPad or workstation

Re: Building Manager building reports

Posted by David Pennock on Apr 5, 2017 9:13 am

All,

Please see the link below to our google form that we use.  Students submit this form after every shift and it emails to our professional staff and student supervisors.  Let me know if you have any questions.

Dave

https://its-forms.syr.edu:443/frevvo/web/tn/StudentAffairs/user/scps/app/_Z3xZUEg0EeWxmM5q6-jqow/formtype/_fdnAcEg0EeWxmM5q6-jqow/popupform


 

Re: Building Manager building reports

Posted by Vincent Jackson on Apr 6, 2017 9:26 am

This is the end result -- content is just test though. It's a standard webform hosted by our IT department. It goes to all the operations staff and the fellow student staff.

From: UNIVERSITY STUDENT CENTERS <impag@udel.edu>
Date: Sat, Jan 9, 2016 at 12:47 PM
Subject: New USC Building Manager Rounds Report
To: impag@udel.edu

 
Building Manager Name Nixon, Carly
Building Manager Email Address impag@udel.edu
Date January 26, 2016
USC Facility Perkins Student Center
Shift Start Time 07:45 AM
Shift End Time 10:15 AM
Time 01:45 AM
Maintenance Issues test
Other Issues/Observations test
Is the Hen Zone or the Information Desk open? Yes
Hen Zone / Info Desk Observations test
Is the Info Desk open? Yes
Have the newspapers been recorded? (Saturday and Sunday only) Yes
Comments test
Time 03:00 AM
Maintenance Issues test
Other Issues/Observations test
Is the Hen Zone or the Information Desk open? No
Time 02:30 AM
Maintenance Issues test
Other Issues/Observations test
Is the Hen Zone or the Information Desk open? No
Major Event Title test
Additional Comments test



This is what the students see  as the form:
 

PROTECTED: GET INVOLVED | USC BUILDING MANAGER ROUNDS REPORT

Rounds Report





 

Building Manager Name
*

Choose name…

 

Building Manager Email Address
*
 

 

Date
*
 

 

USC Facility
*

 

 Perkins Student Center
 Trabant University Center
Shift Start Time
*
 

 

Shift End Time
*

 

 

Round #1

Time
*

 

 

Maintenance Issues
*
 

 

Other Issues/Observations
*
 

 

Is the Hen Zone or the Information Desk open?
*

 

 Yes
 No

Round #2

Time


 

 

Maintenance Issues

 

 

Other Issues/Observations

 

 

Is the Hen Zone or the Information Desk open?
 

 

 Yes
 No

Round #3

Time

 

 

Maintenance Issues

 

 

Other Issues/Observations

 

 

Is the Hen Zone or the Information Desk open?
 

 

 Yes
 No
Major Event Title

 

 

Major Event Head Count

 

 

Additional Comments

 

 

 

 

Re: Building Manager building reports

Posted by Jeff Pelletier on Apr 10, 2017 10:27 am

Hi all- I am (hopefully) attaching two documents - our building manager report, and our AV Event report. Please let me know if you have questions about either!
--Jeff Pelletier
Ohio Union
 
Attached files

Re: Building Manager building reports

Posted by Lincoln Walburn on Apr 11, 2017 8:27 am

So, I'm going to do my best to show what we utilize. We utilize Trello to share quite a bit of information on Trello, but we also have the Building Managers post thier shift summary on a board by date every day. I'm hoping that you're able to see it. This works for us as the students are able to access it on the computer, a tablet or thier phones. This really helps with our event staff when they are moving around a lot and need to see diagrams for rooms. Hope this helps, Linc1286200233efe25af2c6d214593ddd99-huge-tr
 

Re: Building Manager building reports

Posted by Nora Molloy on Apr 13, 2017 7:00 am

We call it the operations team and it covers event services, buidling operations, AV services and the info desk. So everything a building manager does and more. We don't have an end of the shift report. What we use is the APP Slack. (We used to use Yammer, but lost it in a campus software Microsoft update thing, but I intend to go back to it this summer). My students are expected to make regular posts, 3-4 a per 3 hour shift at least about what is going on. They have the ability to tag different staff members that are impacted. They post about a broken whiteboard and tag the maintenance guy. They post about a difficult client interaction or a great one. They post about anything having to do with set up questions or no shows and tag resevations staff. They post about how many people showed up for the movies, any bugs in the AV systems. They post when they get massive floods of repeat questions at the info desk. Etc. etc. so its not just operational, but gives a really good real time what is going on int he building operationally and environmentally. Far far better than a once a shift or once a day report and I can get the notifications or follow along at home as needed.

Re: Building Manager building reports

Posted by Olivia Lynch on May 15, 2018 3:19 pm

b70a538c5d525ef6638dea16bbc0fffd-huge-tr
At Pitt we utilize Trello, it is great because it is a free product and there is so much you can do with it. We have a few different teams set-up with Trello. One thing that I like is that it is capable with a pc, apple product, or a android product. I can check to see what is going on in the building right from my phone. You can set-up alerts that are sent straight to your email, and respond to a question right from the email. Our manager's complete hourly rounds. They can upload pictures or videos in real time. We also use the labels features to make it easier for our managers to know if their is a food form attached or an issue with a specific group. It is user friendly and very easy to train on. I have two students that open and close boards, upload food forms, and check all the boards for me. Let me know if anyone has any questions. ofl4@pitt.edu

Re: Building Manager building reports

Posted by Brian Koehler on May 16, 2018 10:17 am

We have been using the Trello method for about 2.5 years now - and it has helped engage the students into being part of the administrative process.

The terms "board" "list" and "card" are ingrained in our communication.  It's part of our daily task management and virtual cork board all in one place - it is helpful.

We utilize post-event card templates that have been developed together with the students to make sure it captures the data we want, but it is also not cumbersome for the students to complete.

Trello's archive function is nice as well - and we have developed card "tags" to simplify the search for past data.

We use tags like - SHOUT OUT, CALL OUT, MAINTENANCE, CHALLENGE, POST-EVENT, DAMAGE, COVERAGE, ADDED COST, LAST MINUTE