Reducing emails & phone calls by half.<br />Creating Virtual work orders at the speed of light using “The Cloud”<br />Stev...
The problem<br />A Bad work order system that is slow, non-transparent and inefficient causing:<br />Property managers to ...
In a perfect world…<br />What if there was a way to make every work order visible to all interested parties? <br />What if...
The Solution<br />The information goes “On The Cloud”<br />This seminar will show you each step<br />It’s free<br />I’ve m...
Our Scenario:<br />A broken sprinkler head causing flooding at a townhome unit<br />
A simple example.A sprinkler head has broken, causing flooding to the lawn, worried about damage to basement. <br />On the...
How many steps?<br />It seems like it should be: <br />1. Call contractor<br />2. contractor does work<br />3. contractor ...
But in the real world, it’s not that way at all.<br />Why? Because we’re dealing with PEOPLE, the variables are infinite!<...
DAY 1<br />Broken Sprinkler floods lawn during the day. Homeowner is gone during the days, notices it next morning.<br />
              DAY 2 or 3<br />Board member calls property manager to report flooding sprinkler.<br />
               DAY 3<br />Property Manager calls or emails sales rep at landscape/irrigation co.<br />
           Day 3 to 4<br />Sales Rep writes up a work order for irrigation department. Goes out in the field in 1 to 2 day...
The confusion starts!<br />The Board member<br />The Vendor<br />The Homeowner<br />The Property Manager<br />
             Day 5-7<br />Tech gets out to field, repairs broken sprinkler head<br />HOMEOWNER and BOARD ALL WORKING DAYS ...
They’re still waiting!<br />The Board member<br />The Vendor<br />The Homeowner<br />The Property Manager<br />
Property Manager, responding to earlier calls and emails from board, calls vendor to see when the work order will be compl...
                  Day 8<br />Sales rep mails out invoice to property manager instead of calling because it’s not a major r...
                Day 10<br />Property manager receives invoice for sprinkler repair, puts one copy in file for next  board ...
        Day 11 - ??<br />Board representative MIGHT have received email from manager, MIGHT tell homeowner<br />
NEARLY TWO WEEKS, COUNTLESS PHONE CALLS and EMAILS. THE MOST UP TO DATE INFORMATION IS IN THE HANDS OF JUST ONE PERSON AT ...
There has to be a better way?!?<br />THERE IS A BETTER WAY;<br />PUT THE INFORMATION ON THE CLOUD!<br />
PUTTING YOUR INFORMATION ON THE CLOUD!<br />The problem with the last scenario is that the information is linear. It goes ...
On The Cloud<br />All information is available to all parties 24/7<br />Information can be updated daily or hourly<br />In...
What is the cloud?<br />WHAT IS IT?<br />It’s an electronic place online available to anyone with a password<br />It’s vis...
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Cai lightspeed communications

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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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  • Cai lightspeed communications

    1. 1. Reducing emails & phone calls by half.<br />Creating Virtual work orders at the speed of light using “The Cloud”<br />Steve Hoogenakker<br />
    2. 2.
    3. 3. The problem<br />A Bad work order system that is slow, non-transparent and inefficient causing:<br />Property managers to drown in emails & phone calls<br />Unhappy CIC board members<br />Missed work orders<br />Poor response by contractors<br />Late billing by contractors with bad backup info<br />
    4. 4.
    5. 5. In a perfect world…<br />What if there was a way to make every work order visible to all interested parties? <br />What if this information was available 24/7 instead of 9 to 5 Monday through Friday<br />What if a system could speed up contractor response times?<br />What if a log was kept of all work orders<br />What if this system was free?<br />
    6. 6.
    7. 7.
    8. 8. The Solution<br />The information goes “On The Cloud”<br />This seminar will show you each step<br />It’s free<br />I’ve made a sample work order for you to use<br />It’s a big competitive advantage for the property management company that uses it.<br />You can start reducing phone calls today<br />
    9. 9. Our Scenario:<br />A broken sprinkler head causing flooding at a townhome unit<br />
    10. 10. A simple example.A sprinkler head has broken, causing flooding to the lawn, worried about damage to basement. <br />On the Cloud example<br />Work gets done 1-2 days faster.<br />Everyone is notified 2-4 days sooner. <br />No need for emails/phone calls<br />Stress is low because everyone is in the loop.<br />Typical example<br />10 days to complete<br />5-9 emails, phone calls<br />Most involved people don’t know current status.<br />Stress is high, because of uncertainty.<br />
    11. 11. How many steps?<br />It seems like it should be: <br />1. Call contractor<br />2. contractor does work<br />3. contractor submits bill<br />
    12. 12. But in the real world, it’s not that way at all.<br />Why? Because we’re dealing with PEOPLE, the variables are infinite!<br />It’s more like 10 steps<br />It can involve many people, like 1 or more homeowners, 1 or more board members, 1 or more committee (Grounds maintenance committee members)<br />A property manager<br />Contractors customer rep<br />Contractors production manager<br />Contractors production personnel<br />Contractors office (billing and printing work orders)<br />
    13. 13.
    14. 14. DAY 1<br />Broken Sprinkler floods lawn during the day. Homeowner is gone during the days, notices it next morning.<br />
    15. 15. DAY 2 or 3<br />Board member calls property manager to report flooding sprinkler.<br />
    16. 16. DAY 3<br />Property Manager calls or emails sales rep at landscape/irrigation co.<br />
    17. 17. Day 3 to 4<br />Sales Rep writes up a work order for irrigation department. Goes out in the field in 1 to 2 days.<br />HOMEOWNER STARTS CALLING BOARD or EMAILING TO VERIFY THAT THEY ARE WORKING ON REPAIR<br />
    18. 18. The confusion starts!<br />The Board member<br />The Vendor<br />The Homeowner<br />The Property Manager<br />
    19. 19. Day 5-7<br />Tech gets out to field, repairs broken sprinkler head<br />HOMEOWNER and BOARD ALL WORKING DAYS NOW WONDERING IF THE WORK IS SCHEDULED TO BE COMPLETED SOON.<br />
    20. 20. They’re still waiting!<br />The Board member<br />The Vendor<br />The Homeowner<br />The Property Manager<br />
    21. 21. Property Manager, responding to earlier calls and emails from board, calls vendor to see when the work order will be complete.<br /> Day 6-8<br />Tech fills out work order/invoice. Turns in. Salesperson reviews work order to determine if it’s billable.<br />HOMEOWNER and BOARD , NOW A LITTLE PERTURBED, WONDERING WHEN THEY WILL GET DONE, SENDS ANOTHER EMAIL TO PROPERTY MGR.<br />
    22. 22. Day 8<br />Sales rep mails out invoice to property manager instead of calling because it’s not a major repair<br />
    23. 23. Day 10<br />Property manager receives invoice for sprinkler repair, puts one copy in file for next board meeting to be paid.<br />BOARD MEMBER CALLS HOMEOWNER TO SEE IF FLOODING STILL OCCURRING, HOMEOWNER SAYS IT LOOKS BETTER, THINK IT MIGHT’VE BEEN DONE. BOARD MEMBER UNSURE<br />
    24. 24. Day 11 - ??<br />Board representative MIGHT have received email from manager, MIGHT tell homeowner<br />
    25. 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<br />
    26. 26. There has to be a better way?!?<br />THERE IS A BETTER WAY;<br />PUT THE INFORMATION ON THE CLOUD!<br />
    27. 27. PUTTING YOUR INFORMATION ON THE CLOUD!<br />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. <br />This simple work order takes 9 steps, involves 6-9 emails and calls, and postage and mail costs for invoicing.<br />Extremely inefficient model<br />
    28. 28. On The Cloud<br />All information is available to all parties 24/7<br />Information can be updated daily or hourly<br />Information can be entered and sent to and from the field knocking days off of the work order.<br />On the cloud, everyone is being notified immediately, and stress levels never get high, because uncertainty is minimized.<br />
    29. 29. What is the cloud?<br />WHAT IS IT?<br />It’s an electronic place online available to anyone with a password<br />It’s visible 24/7<br />It’s somewhat secure<br />It’s objective<br />WHY USE IT?<br />Collaboration. Any users can be setup to view or edit the work orders anytime during the process. <br />You can be notified immediately of any changes in the work order. <br />A record is kept of all work orders online.<br />It’s Free and easy to setup.<br />

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