If you manage properties, work in real estate, or even work around real estate, chances are that you’re like us and you hate keys.  You HATE them! 

Here are a few tips for hating keys less: 

• Install a high-security lock box.  This is simply a metal protective shroud that works well to deter thieves.  (These are not “off-the-shelf”, so if you’re needing help finding these, feel free to reach out to us and we can point you in a few directions.) 
• Install a bigger lock-box.  Have you ever struggled to fit 5 keys and a fob into a lockbox?  It probably took you 5 minutes and the keys disappeared anyways 3 months later (we have found that if it takes you 5 minutes to close a lockbox, vendors give up in 2).  The solution, install a deeper one.  We use a brand called Kidde, and we swear you could live in there.   
• Systemize the processes of acquiring keys.  If a vendor needs a key onsite, what do they do?  We suggest having a sign-in/sign-out system, whether that is over the phone or in person at your office 
• As best you can, have someone who is detail orientated and good at staying on top of little things in charge of this process;  in our office, let’s just say it’s not our property managers! 

These things take a little extra time, energy, and money to set-up, but are inarguably worth it in the long run. 

Bonus tip:  Always have a back-up plan.  When it comes to electrical/mechanical rooms that often need to be accessed short notice, there will be times when your above systems/people fail and you can’t get someone access.  It’s a great idea to talk with a reliable tenant who is open often (food uses are great) and ask “just in the case of emergencies” if you can store a key with them.  This will come in handy.