An owner's first 90 days

What must happen first?

Make what already exists visible: asset identity, received material, access, open questions, participants and dates. Do not begin with a universal checklist pretending to answer for a selected asset. First register and boundaries of unknown, then directed action.

The short answer

Split the period into three calm blocks: collect and reconcile source records; organise access, roles and open questions; launch only operating scenarios with clear mandate and source data. Dates can adapt; sequence matters more than speed.

1. First, assemble the starting picture

In early days, create a register of what was received: records, keys, codes, contacts, photographs, open works, payment records and promises requiring confirmation. Each line receives source, date, period, asset or system, holder and limitation.

Do not close an unknown with an attractive folder name. If a record is old, unclear or unrelated to selected unit, it is a useful gap record, not reason to write ‘question resolved’.

2. Then separate access, roles and open questions

A key, password, account, contractor agreement and authority to approve expense are different things. Make a table: what exactly is available, to whom, from which date, for what action and how it transfers when people change.

At the same time, split questions: which needs a record, which concerns technical work, management, agreement or formal context. This is not bureaucracy; it stops one person being asked to answer for everything.

3. Only then launch operating scenarios

When register and roles are clear, you can separately open a brief for rental, repair, reporting, vacancy or sale. Every branch has its own purpose, source data, participants, mandate decisions and next outcome.

If a branch depends on an unclear fact, do not accelerate it with a promise. First put a directed question and answer holder. A small pause at this stage is often cheaper than redoing action begun on wrong assumption.

4. Formal questions are not resolved by a folder’s appearance

PP 16/2021 provides national framework for building administration, and SIMBG describes PBG, SLF, SBKBG and building-data processes. These sources help frame a question and identify its holder.

They do not confirm status, record or condition of a selected asset. In the first 90 days, it is important not to pretend the formal line is closed before applicability and currency of needed material have been checked directly.

5. By day 90, seek an honest memo, not a perfect folder

The outcome memo can be short: what was received, what was reconciled, which access is active, which scenarios are running, what questions remain and who takes next step. It needs boundaries so a new participant does not mistake a working hypothesis for confirmed fact.

Lack of a complete answer is not failure. Failure begins when a gap disappears from view and later returns as an unexpected problem.

Decision steps

1. Build register

   Enter received material with date, source, period and limitation.

2. Map access

   Separate keys, codes, accounts, contacts and authority to act.

3. Assign questions

   For every gap, define needed material and holder of next answer.

4. Open scenarios

   Create separate briefs only for branches with clear source data and mandate.

5. Build 90-day memo

   Record what is received, checked, active and open with next holder.

What to check

Sources

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