Property Management Company

Starting Problem

An established property management company with five employees had grown steadily over 15 years and managed more than 140 properties. The owner felt the business was constantly busy but increasingly difficult to control. Staff regularly interrupted him for information, deadlines were becoming harder to track, and concerns were growing around contractor management, client follow-up and financial control.

What I Found

• Multiple document storage locations and inconsistent file naming practices
• Staff creating their own systems over many years
• Important emails, meetings and actions not being logged consistently
• Contract renewals and compliance deadlines being missed
• Contractor works poorly documented
• Recharge opportunities regularly overlooked
• The owner had become the central source of information for the business

What I Changed

• Introduced a clear document structure and naming convention
• Created centralised master records and tracking systems
• Established standard procedures for recurring tasks
• Clarified responsibilities across the team
• Improved contractor and client record management
• Introduced review processes for contracts, deadlines and recharge opportunities

Time Saved

• Up to 5 hours per week of management time
• Reduced time spent searching for information across the team

Money Saved / Recovered

• Improved recovery of contractor recharge costs
• Reduced risk of contract penalties and missed renewals
• Better debt management and rent recovery

Wider Business Impact

• Greater visibility and control
• Fewer client complaints
• Improved accountability
• Better service delivery
• Increased confidence in business performance

Names are withheld by choice. What I find inside a business stays confidential, including after the work is finished. The numbers are real.

Back to all case studies