Digital workflow delivers greater efficiency for your business

Everyone involved benefits from this software solution. The property manager is always informed about which work is pending and which has been completed. Facility management partners know when, where and which tasks they need to carry out. And not least, customers are pleased when upcoming activities are completed reliably and smoothly.

ImmoTrack AG has many years of experience in facility management. This experience continuously flows into improving the software. In the long term, this results in a practical, always up-to-date solution that meets a wide range of requirements.

How digital workflow helps property managers work professionally

A property manager’s tasks in interaction with facility management are diverse. For example, there is regular cleaning of the stairwell or a shared cellar in a property. Gardening work such as hedge trimming or mowing the lawn is carried out at periodic intervals. Tasks also include maintenance work such as checking the air-conditioning system.

What they all have in common is that they recur periodically at clearly defined intervals. A characteristic of the sector is that many of these tasks are still handled using analogue methods. Physical service specification binders and semi-professional Excel spreadsheets do not have to be the norm. Make life easier for yourself and your customers by relying on a professional software solution.

With the help of software, upcoming activities are recorded for all properties. At the same time, there is a precise assignment of when tasks must be completed. The software also supports deciding who should take on the tasks. This way, everyone involved can keep the activities in view at all times.

How does the digital workflow work with ImmoTrack?

ImmoTrack brings structure to everyday work. Activities are recorded as tasks in the software, creating a digital service specification. The caretaker accesses the tasks relevant to them via their smartphone.

The caretaker uses the smartphone for reporting. Even photos can be transferred from the smartphone to the software easily. This increases transparency and improves documentation of completed tasks. At the same time, it enables real-time tracking of the caretaker’s work: the moment a task is marked as completed, ImmoTrack records it immediately.

The individual work steps are not only captured and available digitally. An algorithm continuously optimises working times. Over the medium term, workflows are managed digitally in this way. The risk of tasks being forgotten decreases. Status and progress are recorded in real time and provide valuable insights.

Using digital workflow: how to proceed

Introducing any software requires some initial effort. This quickly pays off because the benefits are substantial. Everything starts with the first step — in this case, setting up the facility management software.

Each property has specific characteristics. You feed this information into the software — above all, which activities occur at which periodic intervals. In other words, you create a service specification with all tasks for each property. This way you always know what you promise your customers.

In the greatest stress, it is easy to forget a task or two. That can no longer happen because the software keeps track of all upcoming tasks. The decisive advantage is that the software not only records the task itself — it also defines and reports when it is due.

You also record employees’ skills in the software. This helps distribute task packages to staff. The algorithm built into the software suggests a suitable route to the site for employees right away. That saves time and nerves.

Digital workflow: the benefits of digitised caretaking

For the software to work, some preparatory work is required. The many benefits it offers once it is in use are obvious. Facility staff, facility managers and property managers all benefit — and in the end, the satisfied customer does too. Below, we show which functions make everyday work easier.

Mobile working on the go: how facility staff benefit

Physical service specifications that must be printed and signed for reporting purposes are now a thing of the past. With the mobile app on a smartphone, caretakers can immediately see which duties they need to carry out, when and where. The app shows each employee their upcoming activities along with their urgency.

When work is successfully completed, employees simply document it with a photo via the app. If a task is not yet completed for any reason, the employee records the corresponding status. They can postpone tasks or assign them to a colleague.

Unplanned tasks can of course be recorded directly in the app. For this, the caretaker uses a ticketing system or the helpdesk. This creates a transparent history of which tasks were carried out, when and by whom.

The software’s practicality is reflected in the fact that different status options can be maintained for tasks and properties. In reality, it becomes clear that the status of an individual task and the overall status of a property do not always match. GPS tracking supports the caretaker in choosing the fastest route to the next property — saving time and hard cash. In addition, the software bundles activities that can be combined into a single route.

Clear monitoring: what facility managers appreciate

Facility managers have to steer, plan and coordinate flexibly — throwing plans out of the window is part of the job. Given this, any tool that makes work easier is welcome. With ImmoTrack, you use dashboards that show at a glance what is happening at each property — including what has not yet been completed.

Navigation makes it easy to jump from one property to the next. You can also prepare and display tasks per employee with their respective status. Or use the area map to see where your employees are currently located — the software uses a GPS tracking system for this.

A particularly popular feature is the heatmap with a traffic-light system. It helps you quickly see when tasks are not being completed. Red signals immediate need for action. Unfinished work or delays are shown with a red indicator. Facility managers can intervene quickly and specifically before a real problem arises.

A key part of facility management is proving and optimising the profitability of a property. Since the software captures many data points such as tasks and time periods, these can be used in reporting. Reporting based on this data provides insights — and only with robust reporting is it possible to derive appropriate measures.

Another important factor is time savings. Once the software is in use, the tedious and time-consuming phone calls are eliminated. Problems are not communicated laboriously by phone — they show up in the heatmap. Of course, problems do not disappear automatically, but handling them and finding solutions becomes significantly more advanced.

Oversight for the property manager: how they benefit

Although property managers do not have to coordinate the caretaker’s daily deployments, they still benefit from having a clear overview. That is why they like to use the real-time data. On the area map, it shows not only where employees are, but above all the status of individual tasks.

These insights can conveniently be used in reports. With the push of a button, property managers get a status for each property — an invaluable advantage when a customer calls with questions. A customer meeting can also be prepared optimally in this way.

Digital workflow: so the customer is satisfied in the end

We must not forget one stakeholder: in the end, the work of the property sector and facility management serves to satisfy the customer. When work is completed on time and disruptions are eliminated as early as possible, the customer benefits.

When work is always completed within deadlines, this not only helps preserve the value of the property — customers will not complain, which saves nerves above all. Customers appreciate reliable information on when which tasks were carried out. With ImmoTrack, this can be delivered in no time.

The benefits of ImmoTrack’s solution

All stakeholders benefit from using ImmoTrack software — and these benefits can even be demonstrated in numbers. Analyses of the software in use show that customer complaints can be reduced by an average of 60%. That is a significant figure. Only satisfied customers remain customers in the long run.

Administrative effort decreases by almost 20%. Without software, people laboriously search for the cause of a problem. Recording tasks in an analogue way and getting feedback on status takes time and involves a great deal of manual effort. Using software drastically reduces this — which in turn has a positive effect on productivity.

Using software and digital workflow increases productivity for everyone involved. Figures show an increase of around 25% because time-wasting, tedious activities such as writing notes, searching and sorting decrease. A quick check in the software or app is far more enjoyable than hunting for a piece of paper.

Digital workflow also automates planning. The software automatically generates a route planner based on the service specification and the available staff. This enables savings of 65% in planning time.

These are the benefits of digital workflow at a glance:

• Real-time data on the status of each employee’s tasks
• Real-time data on the status of tasks per property
• Simple communication via software and app
• Clear dashboards and reporting
• Heatmap with traffic-light function
• GPS tracking data feeds into an area map
• More efficient workflows
• Fewer customer complaints
• Higher productivity
• Faster, straightforward planning

ImmoTrack: we take property management to the next level

Have you had enough of confusing physical service specification binders? Do you want to optimise processes and work more efficiently — for yourself, your partners, employees and customers? Then ImmoTrack AG is exactly right for you. We combine property management with modern software solutions. Say goodbye to the physical service specification and welcome an innovative software solution.

Use modern, straightforward software to improve your workflows. You will find that customer complaints decrease significantly. Do you have questions about our software? Get in touch — we look forward to sharing our enthusiasm with you.