The project implementation process of Demego: Steps to effectively manage and operate a building.

As one of the leading providers of property management, operation, and exploitation services in Vietnam, DEMEGO always "brings to residents and partners a comprehensive and superior ecosystem of technology and services, enhancing the living experience for a brighter future – building the real estate model of the new era." Therefore, from the very first step of project setup, Demego places great emphasis on investment and careful planning. So, what are the key steps in the project setup process of Demego? How is it specifically implemented? Let’s explore the details in the following article.

PRE-OPENING PHASE

The pre-opening phase plays an extremely important role in ensuring the success and smooth operation of the building. This is the time to finalize the last elements, thoroughly check everything, and ensure that all tasks are perfected before the building is officially put into operation. Therefore, the pre-opening phase is especially valued by Demego and executed systematically through the following steps:

Service Management

An efficiently operated building requires the services within it to be of the highest standard. Each department must be thoroughly trained in both attitude and expertise to be capable of deploying and managing a real estate project. Each position has its own specific role, yet these departments are all interconnected and play a critical role in creating the ideal living space for residents. Through a professional and skilled team, Demego delivers high-quality management services to ensure effective project implementation.

• Security: Managing access points to the project, patrolling the site, controlling the central monitoring room, etc.
• Cleaning management: Ensuring cleanliness in the lobby, hallways, elevators, etc.
• Electrical system and backup generator management: Overseeing the building’s electrical systems, backup power stations.
• Collaboration and notification with electricity providers: Notifying the electricity unit in case of medium-voltage system failures.
• Construction order management: Ensuring the adherence to construction regulations.
• Greenery and landscaping maintenance: Managing plant life and landscaping criteria.
• Waste management: Collecting and transporting waste to designated disposal areas, ensuring waste is sorted and processed according to regulations.
• Wastewater collection and drainage management: Overseeing wastewater pits and pumping systems.
• General technical system operation: Operating systems like lighting, CCTV, and other key infrastructure.
• Road management: Maintaining internal roads and access routes.
• Holiday and event decoration: Organizing festive decorations for holidays and special events.

This structured approach ensures that all aspects of building management are effectively organized, facilitating the efficient operation of the project from the very beginning.

The cleaning department of Demego cleans the exterior areas before the building officially starts operations.

Building the Financial System

Demego will create a complete, specific, and reasonable financial plan that helps the investor optimize the budget while ensuring maximum effectiveness. The budget plan Demego prepares for the pre-launch phase will include:

• Establishing the estimated budget that covers the necessary costs to prepare for setting up the building during the pre-launch phase. This includes calculating the preparation costs that the investor must cover with their own funds (e.g., constructing the management office, equipment, maintenance tools, and necessary office supplies, personnel costs for the pre-launch phase, etc.).
• Establishing the payment process which includes regulations for payments, advances, reimbursements, purchases, etc.
• Preparing standard forms and management reports such as profit reports, project activity reports, etc.
• Reviewing and finalizing the general operating budget required for management, covering all management and operation activities and related costs.

Receiving Handover of Technical Systems

During this phase, the investors and management will participate in training sessions on how to operate the equipment within the project, get direct hands-on experience, and proceed with the system handover. Specifically:

• Reviewing the actual installation compared to the original design to ensure the machinery has been installed according to the design.
• Recording any differences between the design and actual installation, and noting any issues that arise during the trial operation phase.

Building the Financial System

Demego will create a complete, specific, and reasonable financial plan that helps investors optimize their budget while ensuring maximum effectiveness. The budget plan that Demego creates for the pre-opening phase of the project will include:

• Establishing the estimated budget that covers all necessary costs to prepare the building during the pre-opening phase. This includes calculating the preparatory costs that the investor must cover (e.g., building management office setup, necessary maintenance tools and equipment, and personnel costs for the pre-opening phase).
• Setting up payment processes, including rules for payments, advances, reimbursements, and transactions.
• Preparing standard templates and management reports, including profit reports and project activity reports.
• Reviewing and finalizing the overall operating budget necessary for management (for all management and operational activities and related costs).

Receiving Handover of Technical Systems

During this phase, investors and management teams will participate in training on how to operate the equipment in the project and will have hands-on experience before the official handover. Specifically:

• Reviewing the actual installation versus the original design to ensure that all machinery has been installed according to the design.
• Documenting any differences between the design and actual installation, noting any issues that arise during the trial operation phase.

Demego's Technical Team Inspects the Building's Electrical System Before Operation

Building and Managing Subcontractors

In the professional management, operation, and real estate exploitation process, managing subcontractors is essential. In addition to cleaning, landscaping, and security contractors serving the direct management of the building, there are also other contractors such as construction, repair, and system maintenance. To ensure effective management, Demego follows a detailed selection process for contractors:

• Preparing bid request documents and sending them to selected service providers, such as M&E system maintenance, security services, pest control, gardening, and landscaping, for the common areas, etc.
• Evaluating service proposals and conducting interviews with contractors.
• Providing assessments of contractors to the investor.
• Representing the investor in meeting with contractors and negotiating contracts.

Demego Pays Special Attention to the Subcontractor Selection Process

Managing Handovers and Apartment Fit-outs Demego coordinates with investors in preparing the handover process by setting up all necessary documentation. Together with the investor, Demego carries out the handover, which includes:

• Finalizing utility meter readings, receiving information from homeowners, and guiding residents on the utility contract signing process.
• Managing construction order and maintaining order in the Shophouse area.

Demego’s Technical Team Conducts Handover of Apartments to Residents Before the Official Opening

Operational Phase

Building the Human Resources System

To ensure smooth and effective project operation, Demego places particular emphasis on the recruitment and training process. Specifically:

• Deploying a team from the main office to support and prepare all tasks during the pre-opening phase.
• Setting up the organizational chart, job descriptions, salary, and working hours for project management personnel.
• Planning the recruitment, interviewing, hiring, and training processes for personnel.

Managing Residents

The core of resident management is customer service and communication with residents. However, managing residents is not just about providing services; it also involves reminding, persuading, and enforcing regulations when necessary. An appropriate management mechanism is crucial. Demego will manage the following aspects:

• Service fees/unpaid fees – how fees are determined and the current fee level.
• Resolving resident complaints and grievances.
• Repair and maintenance support (subject to available personnel).
• Managing residents' move-ins and move-outs.
• Enforcing project regulations.
• Coordinating with the investor, contractors, and third-party service providers.

Establishing a Cooperation Model Between Demego's Management Team and the Investor

• Setting up a coordination model between Demego’s management team, the investor’s authorized personnel, and external service providers (if any).
• Coordinating contractor personnel to ensure work is done according to Demego's standards.
• Establishing a process for coordination and handling issues with service providers. Receiving information and notifying specialized teams of issues.
• Coordinating and monitoring service quality, proposing improvements to external service providers (if any) to ensure consistent service quality.

Managing Project Equipment

One of the key functions of Demego’s management service is maintenance. The benefits of maintenance are to ensure that the mechanical and electrical systems, as well as equipment within the building, operate steadily and sustainably over the long term.