When “security” isn’t actually that secure

From our Chief Executive, Peter Brown

Much of our work supports property owners delivering estate regeneration programmes. The complexity and phasing of these schemes often means they take many years. As a result, they tend to be organised in phases across multiple blocks within a wider regeneration zone – with different areas needing to be secured on a phased basis. But security without people involved can mean a double whammy of both expense and ineffectiveness.

Due to the phased nature of regeneration activity, property guardians can be a very useful solution, because the number of properties that arise as empty at any point in time can be hard to predict in advance. A local authority or housing association will want to have a strategy that is flexible and which can mesh carefully alongside its existing regeneration plans. 

Another consideration for local authorities can be the need to use regeneration properties to support homeless families or those in acute housing need, particularly when the regeneration timeframes change and properties are available for longer than initially thought. Property guardianship has the flexibility to allow this because guardians are temporary and can move out with relatively short notice, in ways that other strategies like decommissioning a property and boarding it up do not.

We have seen and worked alongside a variety of security / deterrent measures – some more effective than others…and none, by themselves, as effective as having people on the ground visibly using the property.

Metal void property security screens on doors and windows are common and can be helpful for physical security – particularly when a property is at the end of its life and has been decommissioned. However, they do serve to advertise the fact that a property is empty, so can be counter-productive if owners are worried about attracting ASB.

Remotely-monitored rented alarms specifically designed for void properties have the advantage over security screens by being discrete and not advertising a property as empty.

And there’s always the option of disguise! If the practical risk of damage or unauthorised access is low, then disguising properties can be surprisingly effective. We have clients who have used a simple kit: curtains, a few pot plants and perhaps a light on a timer can go a long way.

It’s important to note that these measures certainly can’t bring any guarantees that properties will stay safe and secure and for an extended period of time. In many cases we’ve seen clients disappointed when they try these measures without property guardianship alongside them, because they have invested money in security only to find it was less effective than they had hoped. 

There can be a range of problems when property is left void, including unauthorised access of the property, break-ins, property being used for unlawful activity and metal stripping and theft. Only the human solution of property guardians can bring both the confidence that a property will be cared-for and protected through occupation.

On the ground: Guardianship that meets your needs

From our Director of Services, Mark Ackroyd

In the first of our ‘On the ground’ series, we explore some of the details of how our service works. In future articles, we’ll look in more detail at how we set up, operate and demobilise our service in different settings. In this article, we describe how Dot Dot Dot creates the right division of property management responsibilities for each client.

How to prepare a property for safe occupation can often seem like the most important question. It’s a critical step (both practically and financially), and we will be exploring the setup phase in future articles. But it is important to think more widely about how property management will function across the lifetime of a guardian contract; in many projects, this is the critical factor that helps guardianship deliver the maximum benefit to property owners. From my experience, this is one of the most pressing questions for clients who have to juggle existing property management budgets and pressures.

Matching contract responsibilities to client needs

At Dot Dot Dot, we think it is critical to understand not just the properties, but also the needs and operating environments of our clients. The following examples of issues or pressures are likely to be familiar to all property owners, but we find that each client has a unique set of priorities:

• Mitigating fixed costs (e.g. council tax, utilities, maintenance contracts)
• Protection against unauthorised occupants or vandalism
• Removing day-to-day property management demands (e.g. access, security, repairs)
• Handling core FM functions such as managing a planned maintenance programme
• Buffering against occasional costs (e.g. roof repairs, flytipping)
• Controlling long-term dilapidation and disrepair 
• Reputational or political pressure around property use

Our goal with any client is to offer contract options that are a good match for their specific needs. We can customise and adjust this very finely, but below are some examples of common approaches.

Example 1: Like a lease, but not a lease

Under this model, clients hand over properties at a basic standard, and Dot Dot Dot takes on all of the in-life compliance, repair and management responsibilities. This includes the costs, repairs and maintenance that would normally fall to a leaseholder. Property owners or asset managers retain responsibility for block level maintenance (though we can often assist).

This structure has similarities with a leaseholder arrangement, but there is no lease required. Clients can end our service contract with 30 days’ notice. This model works well in many residential settings, and is particularly useful during ongoing decants with an uncertain pipeline of void properties.

Example 2: Shared management

In larger buildings (commercial or residential), many clients wish to retain their own PPM and compliance regimes. One solution is to share the ongoing management with Dot Dot Dot. We can take on the on-site operations and daily FM responsibilities at the property, including responsive repairs. In major assets, this might include establishing suites of operating procedures and monitoring regimes.

By working with existing safety systems and regimes, we can simplify the cost structure and workload of our client. This leaves them free to focus on predictable upkeep, and on securing the next phase of the building’s life. This is a collaborative approach for hands-on clients. It can be a great solution for complex assets where owners or asset managers want to solve security or FM problems, but need close control of financial and operational risks.

Example 3: Turnkey property management

One of the simplest contract options is for Dot Dot Dot to take on the full breadth of property management. We’ll develop a full management and occupation plan, allowing us to take care of all compliance, maintenance and management in line with the client’s needs.

Clients may choose to take an arm’s length approach and to rely on our reporting and reviews to keep in touch with their property. Others might remain closely involved in monitoring and decision-making. Armed with a detailed understanding of our client’s needs and of the property, Dot Dot Dot can often help clients to navigate uncertain development or sales timelines by assisting with medium-term asset management decisions or projects such as minor works.

This is a good option for clients with multiple competing priorities. It allows owners and asset managers to put assets ‘on hold’, while being reassured properties are secure, managed and maintained until needed.

Picking the right approach

Owners and asset managers with experience of guardianship may have a clear view of the service they require, but they do not need to decide in advance which approach will best support them. 

By sharing their priorities and needs, clients enable Dot Dot Dot to identify the right structure. Although guardianship is always at the heart of our service, we recognise that a “one size fits all” approach will limit the value we can offer. Instead, we believe in matching our service to the circumstances and needs of each client.

Next in ‘On the ground’ – how we mobilise in large and complex properties.

Seasons Greetings! We’ll be away from the 24th December until the 3rd January.

Seasons greetings to all!

We’ll be away over the Christmas period from the 24th December until the 3rd January.

But that doesn’t mean you shouldn’t apply to be a guardian, or get in contact about an empty building if you’re a property owner. Or, if you’ve got any general queries, feel free to send an email to hello@dotdotdotproperty.com.

We’ll be back in touch as soon as the office opens on the 3rd January.

We hope you have a great holiday season.

Many thanks,

The Team from Dot Dot Dot

HomeChaser: the Empty Property App

Dot Dot Dot and Microsoft Windows4Good are getting together this weekend for a Hack-a-thon. We’ll be developing an app to help Dot Dot Dot find more empty properties to house people who volunteer.

Last month Dot Dot Dot were invited to the #Winsiders4Good Create-a-thon. We went to look at how digital innovations can help address London’s housing crisis.  While we had no idea what to expect from the event, we were honored and excited when the team of volunteers decided to dedicate two days to creating a digital solution for Dot Dot Dot.

The App of Dot Dot Dot’s Future?

And here the HomeChaser app was born. The app allows city explorers to identify empty residential and commercial buildings. In the process they win points and track the progress of their properties. The idea is to crowdsource empty buildings so that Dot Dot Dot can pursue suitable opportunities and transform as many as possible into cheaper housing for people who volunteer.

As many as 50 coders, developers and designers have signed up for this weekend’s Hack-a-thon. Hopefully they can take the app to the next level and make it a reality! We are really looking forward to it, so stay tuned for more updates.

Update! Our Homechaser app has progressed to the next level.