Enhanced Property Owner Communication and Follow-up Template

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Ensure effective and timely communication with property owners regarding code violations and inspections. This template helps you track communication, establish follow-up procedures, and maintain regular contact. By implementing these strategies, you can streamline your property management process and improve compliance with code regulations.

With well-defined tasks and procedures, this template supports your team in managing communication and tracking responses efficiently, leading to better resolution of code violations.

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Enhanced Property Owner Communication and Follow-up for Priority Matrix

Enhanced Property Owner Communication and Follow-up in Priority Matrix

Improve communication with property owners to effectively resolve code violations and manage inspections.

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Proposed Tasks

Urgent and Important

  • Task 1: Set up a Communication Tracking System
    ☐ Identify a suitable communication tracking tool ☐ Implement the tool within the team ☐ Train team members on using the tool effectively
  • Task 2: Establish a Follow-up Procedure
    ☐ Define the follow-up procedure ☐ Train team members on the procedure ☐ Ensure all team members are following the procedure
  • Task 5: Establish a System for Tracking Code Violations
    ☐ Identify a suitable tracking system ☐ Implement the system ☐ Train team members on using the system
  • Task 6: Create a Procedure for Reporting Code Violations
    ☐ Define the procedure for reporting code violations ☐ Train team members on the procedure

Important but Not Urgent

  • Task 3: Create a Property Owner Contact List
    ☐ Collect contact details of all property owners ☐ Update the list regularly
  • Task 4: Set up Regular Communication with Property Owners
    ☐ Establish a schedule for regular communication ☐ Ensure all team members are aware of the schedule
  • Task 7: Establish a System for Tracking Inspection Results
    ☐ Identify a suitable system ☐ Implement the system ☐ Train team members on using the system
  • Task 8: Create a Procedure for Reporting Inspection Results
    ☐ Define the procedure for reporting inspection results ☐ Train team members on the procedure

Urgent but Not Important

  • Task 9: Set up a System for Tracking Responses from Property Owners
    ☐ Identify a suitable system ☐ Implement the system ☐ Train team members on using the system

Not Urgent, Not Important

  • Task 10: Review and Improve the Communication Process Regularly
    ☐ Review the communication process regularly ☐ Identify areas for improvement ☐ Implement improvements