From Spreadsheets to Smart Systems: The Future of Compliance
The 5 Preventable Reasons Compliance Breaks Down in 2025
In 2025, regulatory pressure will only increase, and property managers who don’t prioritise compliance are playing with fire.
Here are the five most common (and preventable) reasons compliance breaks down — and how to fix them.
1. Fragmented Systems = Missed Deadlines
When compliance lives in spreadsheets, inboxes, and physical paper, critical documents get missed and risk piles up.
📝 Example: Gaps in record keeping for EPCs, gas safety certs, and tenancy deposit schemes frequently trigger enforcement action.
— Source: Edward Mellor, 2024
2. Poor Vendor Vetting
Not all contractors are compliant — but many managers skip license and insurance checks, exposing properties to liability.
💡 Insight: Failing to vet vendors for certifications, insurance, and regulatory standing is a leading cause of non-compliance.
— Source: VendorPM, 2024
3. Compliance Isn’t Centralised or Owned
Without clear accountability, tasks fall through the cracks — either in a system or a specific role.
🔍 Real-World Scenario: Missing fire safety renewals and gas checks often say, “I thought someone else was handling it.”
— Source: Bluestone Properties, 2024
4. Reactive Instead of Proactive
Many teams only deal with compliance when it becomes a crisis — after a certificate has expired or a tenant complains.
📊 Stat: Fines and enforcement have increased sharply in the last 12 months, with regulators prioritising proactive audits.
— Source: Modbury Estates, 2024
5. No Training or Audit Framework
If staff aren’t trained — and no one’s reviewing processes — non-compliance becomes inevitable, not just accidental.
📌 Key Issue: Regular internal audits are one of the most overlooked yet critical elements of a modern compliance programme.
— Source: Arthur Online, 2024
The Fix: Structured Systems, Not Spreadsheets
✅ Assign ownership
✅ Automate renewals and alerts
✅ Audit regularly
✅ Vet vendors properly
✅ Train your team
