Section 13 • Management


bar, free Wi-Fi in the office, electronic locks from Janus Inter- national, contractor units, covered-open-enclosed RV/boat storage, or other services.


There are many storage consultants who can assist in maxi-


mizing your new site from feasibility studies to operations and start-ups, but it is important to remember to use someone with operating experience for their unique viewpoint on all items related to set up, operations, and the latest industry trends.


In order to effectively complete these duties, assign each


task to someone with a timeline or goal to be completed date; as each task is completed, simply initial and move on to the next.


There are many storage consultants who can assist in maximizing your new site from feasibility studies to operations and start-ups, but it is important to remember to use


someone with operating experience for their unique viewpoint on all


items related to set up, operations, and the latest industry trends.


Order Before You Open Before you place your furniture order, which should be done so that the items arrive one week prior to opening, think about who will use each area of the store and how those areas will be utilized. Are there adequate chairs for managers, customers, or guests if you have a reception seating area? With reception seating you will need end tables and lamps; you will also need file cabinets that lock to protect your customers’ information. An additional file cabinet will be needed to be stored in a company unit for all the move-out files; they should be orga- nized by unit number and maintained for at least 10 years due to the various statutes of limitation in different states.


Office supplies and retail supplies for the showroom floor


will need to be ordered as well. An estimate for this initial or- der for an average new store showroom runs about $3000 for all items needed. Your local office supply, Office Depot/Office Max or Staples can usually provide the office supply items. The binders included in this order are for our typical store set up and include our Red Book, a comprehensive document with all passwords, bank location, utility cut offs located on a map,


146 Self-Storage Almanac 2018


1. Employee Handbook – This belongs with each employ- ee. Sign receipt of handbook and give to human resources.


2. Operations Manual – You may print out a copy of this online document; if so, maintain updates. Issued online and updated frequently; it is the store team’s responsibil- ity to ensure all team members have seen any updates as issued.


3. Redbook (three-inch binder) – To be maintained at each store and utilized for quick reference for property specif- ics and communications between manager and reliefs. Managers are responsible to keep this book updated and ensure all team members are using the notes section.


4. Auction Workbook (two-inch binder) – To be main- tained at each store to keep track of the delinquent customers as well as past and future auctions. Memos are in the front pocket.


Sections include: I. Current Month Prep Sheets and Legal Ads; II. Current Auction Letters with Certified Mail attachments (once sale is complete the letters go with the customer’s move-out file);


III. Upcoming Auctions Prep sheets, letters, and legal ad;


IV. Prior Auctions paperwork with 12 monthly tabs and the most recent is shown first;


V. Bankruptcy and DMV issues.


5. Rent Increase Workbook (two-inch binder) – Contract or Tenant Rates: Start with 12 tabs by month. Show the most recent month on top. Print monthly Occupied Units report sorted by Days Rent the Same/Unchanged (print this report again after increases and effective dates are show in that report); put a copy of the actual rent in- crease or discount reduction letter that is mailed in each customer’s file. Keep two years active in this book sorted by month. After two years, move the old sections to your storeroom “old files”. Street Rates: Insert Rental Activity Report by Month Showing New Rates. Suggestion: Print before and after to show the differences. Double-check to make sure no size code shows up twice or more with a different Std. Rate as this indicates someone has changed the standard rate on singular units.


6. Annual Comparable Survey (one-inch binder) – To be maintained at each store to keep abreast of the area com- petition. To be included are photos from the street of each


and other emergency procedures. Each store manager and relief manager will be responsible for having on hand and maintaining the following binders or in many cases online or downloaded forms and updates:


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