As the portfolio of properties managed by LPS Estates grew, it became unwieldly to manage as each property had its details contained on an individual spreadsheet. This resulted in a number of problems, including the inability for multiple users to access it at the same time, difficult in consolidating data for reporting, and security issues whereby each spreadsheet had to be stripped of internal calculations before being emailed to the landlord.
The Desired Outcome
LPS Estates was keen to explore what solutions were available, and approached us due to our expertise in MS Excel solutions. The ideal solution should allow multiple users to view and edit the data, consolidate the data into a single location to allow for easier reporting, and contain the master data for all properties, tenants and landlords, held in a secure and robust manner.
A web-based solution was recommended, as it allowed us to have separate interfaces: one for LPS employees to manage the data, and another for landlords to directly see a read-only, reduced view of their property by clicking on a link. This made the entire process a lot more streamlined, as the landlord would have their own individual link and new data would automatically be added to the system when ready, completely eliminating the need to amend and email spreadsheets.
- Improved workflow - the team is now able to work on multiple properties simultaneously, without worrying about overwriting each other's changes.
- Enhanced reporting - by consolidating data from multiple spreadsheets, LPS Estates can generate reports on-demand without any extra steps.
- Easier to update clients - a special link can be sent to their landlords, to allow the landlords to view their statement live, instead of relying on email attachments.
- Improved consistency - by structuring data in a logical format, there is now a clear hierarchy of landlords, properties and tenants, to avoid duplication of data.
LPS Estates are now able to handle a much larger volume of properties and landlords without needing to take on any additional staff, resulting in a significant return on investment.
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