2026 Spring Round Table-Toolbox Talk-A Maintenance and Management Discussion- Hosted by the Western Regional Advisory Council

The PAA and the Western Regional Advisory Council are proud to present:

Round Table Discussions (Spring Session)and Happy Hour

Toolbox Talk, A Maintenance and Management Discussion

April 22nd, 2026

@ The Foundmore

300 Hillside Avenue

Pittsburgh, PA 15237

Early Bird Pricing: $25 3/16-4/6

Standard Pricing: $35 4/7-4/14

Lazy Bird Pricing: $45 4/15-4/22

***This is an exclusive member only event.

*** In order for supplier partner members to attend you must be a sponsor of this event.

Round Table Moderator Sponsor: $175

Happy Hour Appetizer Sponsor: $150

Happy Hour Bar Sponsor: $100

Name Tag Sponsor: $75

Q: Who should attend this event?

A: Property Managers, Service Managers, and Assistant Managers

Q: What is a PAA Round Table Discussion?

A: The PAA Round Table Discussion is a gathering of property management professionals who brainstorm and discuss selected topics that are prominent in the multifamily industry.  Members are able to express ideas and ask questions of their industry colleagues.

Q: What are the topics for the PAA Spring Round Table Discussion?

A:  

Table 1: Make Ready Time Management- To improve the efficiency, organization, and quality of the make-ready process by strengthening time management practices and team coordination.

• What systems can help improve accountability around deadlines? 

• How does preparation before starting a unit turn impact completion time?   

• How can we better inspect units before beginning the make-ready process?   

• How far in advance should we prepare materials for a scheduled turn?

• Are there recurring issues that slow us down (missing parts, vendor delays, etc.)?             

Table 2: Recruitment and Retention-  Identify the key challenges affecting the recruitment and retention

• How to motivate staff without money?

• Why do you think it’s difficult to recruit qualified maintenance technicians right now?

• What skills are hardest to find in new hires?  

• What do you think candidates are looking for that we may not be offering?

• What first-day experiences help new hires feel welcomed?

• What workplace issues most impact morale?

• What non-pay benefits matter most to maintenance staff?

• How can we support certifications (EPA, HVAC, etc.)?

• How does staffing shortage impact team performance?

• How can we reduce stress without lowering standards?

Table 3: Culture of Safety-  How to strengthen team awareness, accountability and daily safety habits to reduce incidents and protect team members and residents?

• What are the top 3 safety risks we face daily?

• Where do we tend to rush or take shortcuts?

• Are we consistently using proper PPE?  

• What safety procedure is most often overlooked?

• How can you  build a 2-minute safety check before starting any job?

• What would prevent someone from speaking up about a safety concern?

• What support do you need from leadership to improve safety?

Table 4: Emergency Preparedness- Ensure the maintenance team is prepared to respond quickly, safely, and confidently to property emergencies while protecting team members, residents and assets

• What are the most likely emergencies at our property?

• Which emergency would cause the most disruption here? 

• Are we more reactive or proactive when emergencies happen? 

• Do we know where emergency shutoffs are located (water, gas, electric)?  

• Is the emergency contact list current?  

• Are vendors readily available after hours?  

• Do we have emergency supplies staged and accessible?

• Does everyone understand their role during an emergency?  

• How do we communicate with residents during emergencies?

Table 5: Maintenance Complaints  Identify the cost common maintenance complaints, improve response strategies and strengthen how to prioritize  too increase resident satisfaction and operational efficiency? 

• What maintenance issues generate the most complaints?  

• Emergency vs. urgent vs. routine?

• How do you prioritize?

• Are we identifying trends across the buildings?

• What complaint category can we improve on immediately?

• Establish response times·       

Table 6: Rising Maintenance Costs Identify practical strategies to manage rising maintenance costs while maintaining quality, safety and resident satisfaction

• Where are you seeing the biggest cost increases lately?

• How can preventative maintenance reduce expensive emergency repairs?

• Are we troubleshooting thoroughly before ordering parts?

• What is one cost-saving practice we can implement immediately?

• What training could reduce costly mistakes?

Q: What is the PAA Round Table Format?

A: The PAA will have 6 tables set with a moderator. 8-10 people will start at one table and talk about the subject for a 15 minute period, rotating to the next table/topic and so forth.

Q: Where should I park?

A: Details coming soon!

CLICK HERE TO REVIEW THE CODE OF CONDUCT