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Operations Work Flow (Quarterly Messages: Sending out messages to owners…
Operations Work Flow (Quarterly Messages: Sending out messages to owners and tenants routinely.
1) Updates
2) Health of market, help set leasing expectations for owners and tenants
3) Important changes
4) Reminders
Include PMs and leasing staff on these messages so we know what clients/tenants are seeing , Work Order Work Flow:
1) Tenant submits maintenance request through Rent Cafe
2) PM notified and work order assigned
3) Work order saved and emailed to vendor = canned response
4) tenant notified = canned response OR automatically done in Rent Cafe
5) Vendor followed up with by PM 24 - 48 hours later
6) Vendor lets PM know when it's closed out, photos/detailed invoice sent within 72 hours
7) PM closes work order in Yardi
8) Emails resident on same email string they were notified on that work order has been closed; sends survey. , TADs:
What is the best practice for this? One end - Shekinah's level of customer service, other end - standard FourStar once a year touch for most clients , Changing in Managers:
1) Yardi switch over needs to be immediate - where is the current lag coming from? , Proactive vs. Reactive Mindsets:
1) Using midyear inspections as a service along with income generation
a) training on 3D inspection software for internal use.
b) How many licenses do we need/have? c) Changing the reports to skip cleanliness d) Creating reports for more common trips to the properties. ??? Who will do those? , Google Calendars:star: Hacking everyone's calendar to set up daily/weekly tasks to help them schedule their day
Make sure office managers enforce this so tasks are being done
1) Work Orders - closing out, following up Maintenance manager for C&B? Have maintenance manager use the PMs dashboards to follow up with vendors and make sure issues are closed out in 48-72 hours; helping PMs manage this
2) Approving Invoices - accounting for C&B?
3) Delinquency - accounting for C&B
4) 3 Days - Attorneys are current C&B , Marketing/Website:
1) Supporting online leasing; inefficiencies and hold ups
2) Auditing marketing for content and professionalism
See Marketing/Website Web , Yardi and Rent Cafe
1) Training from software programs directly
2) Revamp so it works for us
3) Train Team , Roles: EACH OFFICE
1) Map 2) Define 3) Supporting literature 4) Train , Legal
1) Create literature to support commonly face PM issues
2) Understand tenant and owner rights better in the State of CO, and City Regulations , Leasing Revamp: ALL OFFICES
1) ID
2) Define
3) Creating Supporting Literature
4) Train, Income Generators
1) Identifying income sources
2) Create system/process , Maintenance/ Vendors:
1) Annual Programs
2) Seasonal Maintenance
3) Vendor Insurance )