Property and facility management: one tool instead of five to track jobs and contractors

A leak in the common parts of a building. The owner calls the managing agent. The manager instructs a plumber by email, notes the job in their diary, files the paperwork in a binder. Three weeks later the manager is on leave and the owner calls back. Nobody knows where the file stands.

The real risk: the information lives in one person's head

Whether you are a managing agent, a facility manager or an agency, the challenge is the same: keeping an up-to-date view of dozens of files running in parallel, across several sites or for several clients (a challenge local authorities share too).

And in most organisations that view rests on one person. As long as they are there, all is well. The moment they are away or leave, the files freeze.

The five tools you end up stacking

Look at how a file travels today:

1. Email, for requests and exchanges with contractors.
2. The spreadsheet, for the list of jobs in progress.
3. The diary, for appointments and deadlines.
4. The shared drive, for quotes, invoices and photographs.
5. The phone, for everything else.

Five tools, and not one of them gives you the real state of a file. Delays and blockages surface too late to do anything about them.

What needs bringing together

• The jobs: who, where, when, which contractor, what status.
• The load on the team: who is handling how many files, who is swamped.
• How client files are progressing: visible to the whole team, not only to the manager whose name is on it.
• Incoming requests: every email from an owner or a client becomes a tracked file.

What it changes

A colleague can pick up a file in two minutes. The manager sees at a glance where things are stuck. Clients get a clear answer even when the person they usually speak to is away. And the agency stops depending on what each person happens to remember.

How Klaro Cards goes about it

Klaro Cards brings job tracking, team load and file progress together in one space, readable by everyone who needs it. For this sector, Klaro Cards offers eight coordination modules (email sorting, request tracking, customer support) and five steering modules, to be taken separately according to your needs.