Managing workflow can sometimes be difficult. Take a look at your work processes, for example, we use a complex combination of email, spreadsheets, shared documents, and hard/soft folders to manage our work.
A bit of information is tucked over here, a smidgen of data can be found over there, and if you ever want to assemble a coherent picture of where things stand, you better grab a caffeinated beverage and block out a couple of hours.
Problems in Operational Workflow
Some of the common workflow issues that property management departments face have to do with setting specific rules for a task, following through with the steps, communication, and having a visual representation of operational workflow. Looking at each of these issues, it is evident why they exist:
- First, setting specific rules means setting out the steps. They must be followed so a task can be seen through to its conclusion in the right way. Without specific rules, an individual or team is moving ahead blindly or there is no specific procedure for the completion of a task. This results in the confusion that reduces productivity. Having rules means teaching all team members the same methods.
- Second, it is imperative to follow established steps. Skipping a specific step interrupts workflow efficiency and negatively affects the outcome. Making sure every step of the process is completed and accounted for can benefit workflow a great deal.
- Third, communication is everything. Where communication fails, team members have difficulty being as productive and effective as they can be. If the BDM for example deals with a client and tells him or her something specific, it is important that the property manager knows the situation. Without that knowledge, steps could be repeated unnecessarily, which frustrates clients and customers.
- Fourth, not having a visual representation of workflow means a person has to go through the process practically blind. Trying to navigate the steps of a task with scrap paper, notes or memory can be detrimental to the task.
Benefits of Successful Workflow Coordination
By solving the above issues, you can enhance workflow efficiency for increasing productivity. When you can coordinate workflow properly, you can set the rules and place them in a universal location that the whole property management department can access and follow. Successful coordination also means improved communication. With improved coordination and the ability to see the progress of a task in real-time, there is less time spent trying to figure out status. Instead, the team is always knowledgeable of what is happening and knows where to start or pick back up from.