Property Management and Rentals
Transforming Chaos into Operational Excellence
The Focus Company partnered with JellyBean Rentals & Property Management to overhaul their operational structure and reduce chaos. Initially overwhelmed with manual processes and disorganized communication, JellyBean faced significant inefficiencies. The Focus Company clarified the owners’ vision, developed a 5-year roadmap, and implemented systems using Microsoft Teams and Planner. This transformation reduced work hours from 40-50 to 4 hours weekly per partner, streamlined communication, and introduced automation, leading to a more organized and efficient business operation. The owners now enjoy improved task management, effective delegation, and a cohesive work environment.
Challenge
JellyBean Rentals & Property Management, led by two entrepreneurial owners, faced significant operational challenges before engaging with The Focus Company. Key issues included:
- Overwhelm due to unstructured processes and manual tasks
- Critical details were often forgotten or mishandled, leading to urgent surprises.
- Lack of systems and automations hindered efficiency, such as notifying cleaners when properties were booked.
- Operations heavily relied on owners’ memory and could not be delegated.
Solution
- Vision Alignment: Conducted a Blue Sky Thinking Workshop to align on the company’s vision for the next 5 years.
- Strategic Roadmap: Developed a 5-year roadmap with quarterly milestones to achieve long-term goals.
- System Implementation: Implemented Increment One packages to build necessary business systems and reduce operational stress.
- Leadership Coaching: Provided tailored coaching to enhance individual performance systems for both owners.
Results
- Vision Clarity and Goal Setting: Defined short-term objectives aligned with the long-term vision.
- Incremental System Development: Implemented systems within existing software platforms like Microsoft Teams and Planner.
- Daily Huddles: Introduced brief, daily meetings to address challenges proactively and streamline communication.
- Automation and Notifications: Automated routine tasks such as booking notifications, enhancing efficiency and reducing errors.
Before/After
Before
- Chaos and disorganization prevailed.
- Tasks were frequently forgotten or mishandled.
- Friction between partners due to communication issues and manual workload.
- Owners worked over 40 hours per week, feeling personally overwhelmed.
After
- Organized Operations: Processes streamlined and centralized.
- Work Efficiency: Owners’ work hours reduced drastically from 40-50 hours to just 4 hours per week.
- Improved Communication: Unified communication through MS Teams reduced confusion.
- Task Management: Enhanced visibility and accountability with Microsoft Planner and OneNote.
- Automation and Delegation: Automation of routine tasks and delegation freed up time for strategic focus.
- Personal Efficiency: Owners developed personal systems to optimize performance in all aspects of their lives.
