Community Associations Institute, how to setup a virtual work order system. This ppt educates you on the tool to cut your phone calls and emails down for free.
Separate movie file on setting it up
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1. Reducing emails & phone calls by half. Creating Virtual work orders at the speed of light using “The Cloud” Steve Hoogenakker
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3. The problem A Bad work order system that is slow, non-transparent and inefficient causing: Property managers to drown in emails & phone calls Unhappy CIC board members Missed work orders Poor response by contractors Late billing by contractors with bad backup info
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5. In a perfect world… What if there was a way to make every work order visible to all interested parties? What if this information was available 24/7 instead of 9 to 5 Monday through Friday What if a system could speed up contractor response times? What if a log was kept of all work orders What if this system was free?
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8. The Solution The information goes “On The Cloud” This seminar will show you each step It’s free I’ve made a sample work order for you to use It’s a big competitive advantage for the property management company that uses it. You can start reducing phone calls today
9. Our Scenario: A broken sprinkler head causing flooding at a townhome unit
10. A simple example.A sprinkler head has broken, causing flooding to the lawn, worried about damage to basement. On the Cloud example Work gets done 1-2 days faster. Everyone is notified 2-4 days sooner. No need for emails/phone calls Stress is low because everyone is in the loop. Typical example 10 days to complete 5-9 emails, phone calls Most involved people don’t know current status. Stress is high, because of uncertainty.
11. How many steps? It seems like it should be: 1. Call contractor 2. contractor does work 3. contractor submits bill
12. But in the real world, it’s not that way at all. Why? Because we’re dealing with PEOPLE, the variables are infinite! It’s more like 10 steps It can involve many people, like 1 or more homeowners, 1 or more board members, 1 or more committee (Grounds maintenance committee members) A property manager Contractors customer rep Contractors production manager Contractors production personnel Contractors office (billing and printing work orders)
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14. DAY 1 Broken Sprinkler floods lawn during the day. Homeowner is gone during the days, notices it next morning.
15. DAY 2 or 3 Board member calls property manager to report flooding sprinkler.
16. DAY 3 Property Manager calls or emails sales rep at landscape/irrigation co.
17. Day 3 to 4 Sales Rep writes up a work order for irrigation department. Goes out in the field in 1 to 2 days. HOMEOWNER STARTS CALLING BOARD or EMAILING TO VERIFY THAT THEY ARE WORKING ON REPAIR
18. The confusion starts! The Board member The Vendor The Homeowner The Property Manager
19. Day 5-7 Tech gets out to field, repairs broken sprinkler head HOMEOWNER and BOARD ALL WORKING DAYS NOW WONDERING IF THE WORK IS SCHEDULED TO BE COMPLETED SOON.
21. Property Manager, responding to earlier calls and emails from board, calls vendor to see when the work order will be complete. Day 6-8 Tech fills out work order/invoice. Turns in. Salesperson reviews work order to determine if it’s billable. HOMEOWNER and BOARD , NOW A LITTLE PERTURBED, WONDERING WHEN THEY WILL GET DONE, SENDS ANOTHER EMAIL TO PROPERTY MGR.
22. Day 8 Sales rep mails out invoice to property manager instead of calling because it’s not a major repair
23. Day 10 Property manager receives invoice for sprinkler repair, puts one copy in file for next board meeting to be paid. BOARD MEMBER CALLS HOMEOWNER TO SEE IF FLOODING STILL OCCURRING, HOMEOWNER SAYS IT LOOKS BETTER, THINK IT MIGHT’VE BEEN DONE. BOARD MEMBER UNSURE
24. Day 11 - ?? Board representative MIGHT have received email from manager, MIGHT tell homeowner
25. NEARLY TWO WEEKS, COUNTLESS PHONE CALLS and EMAILS. THE MOST UP TO DATE INFORMATION IS IN THE HANDS OF JUST ONE PERSON AT A TIME
26. There has to be a better way?!? THERE IS A BETTER WAY; PUT THE INFORMATION ON THE CLOUD!
27. PUTTING YOUR INFORMATION ON THE CLOUD! The problem with the last scenario is that the information is linear. It goes in a straight line, but only one person has the most up to date information at a time. This simple work order takes 9 steps, involves 6-9 emails and calls, and postage and mail costs for invoicing. Extremely inefficient model
28. On The Cloud All information is available to all parties 24/7 Information can be updated daily or hourly Information can be entered and sent to and from the field knocking days off of the work order. On the cloud, everyone is being notified immediately, and stress levels never get high, because uncertainty is minimized.
29. What is the cloud? WHAT IS IT? It’s an electronic place online available to anyone with a password It’s visible 24/7 It’s somewhat secure It’s objective WHY USE IT? Collaboration. Any users can be setup to view or edit the work orders anytime during the process. You can be notified immediately of any changes in the work order. A record is kept of all work orders online. It’s Free and easy to setup.
