New Building Management Setup: Starting from Scratch

A Good Start Is Half the Work

Setting up management from scratch in a newly delivered building shapes the future order of the building. Solid steps taken in the first period lay the foundation of an order that will last for years. A scattered start turns into management that constantly produces problems. For this reason, the initial setup must be done carefully.

1. The First Board of Unit Owners Meeting

The first step is a board meeting attended by all owners. At this meeting, the manager is elected, the first budget is discussed, and basic rules are talked about. It is important that the first meeting be held in accordance with proper procedure (notice, agenda, minutes). We covered organizing meetings in our apartment meeting article.

2. Review of the Management Plan

The new building has a management plan (usually prepared when the construction servitude/condominium ownership was established). Reading this plan by all owners clarifies the building\'s rules from the outset. We explained the importance of the management plan in our management plan article.

3. The First Operating Project

In a new building, expenses may not yet have settled; for this reason, the first operating project (budget) is based on estimation. Items such as personnel, cleaning, maintenance, and insurance are projected, and the initial dues are determined. At the end of the first period, the budget is revised based on actual expenses. We covered the operating project in detail in our operating project article.

4. Establishing Order

What needs to be set up in the first period: the decision and operating ledgers (notarized), a bank account, a dues tracking system, and basic contracts (elevator maintenance, cleaning, insurance). When this infrastructure is set up correctly from the beginning, subsequent management is much easier. We covered the importance of the record system in our decision book article.

5. Communication Channels

Establishing communication channels between residents and with management from the beginning is important. However, care must be taken about the KVKK balance here; formal notifications and personal data should be kept not in scattered groups but in an orderly system. We covered the foundation of transparent and regular communication in our transparent accounts article.

Common Mistakes

• Starting scattered: If order is not established in the first period, problems keep arising.
• Neglecting the ledgers: Notarized ledgers must be prepared from the beginning.
• Unrealistic budget: The first operating project should be revised later.

This content is for informational purposes. New building management setup should be adapted to your building\'s situation.