Understanding your requirements and leasing process

TABLE OF CONTENTS

• Overview
• Process workshop
• Stakeholders
• Current process and access levels
• New process and identify changes
• Additional features

Overview

To ensure a smooth pilot project setup, it is crucial to thoroughly analyze and align the existing leasing process with the digital process offered by our platform. To achieve this, we aim to gain a deep understanding of the organization's processes and relevant stakeholders, which will allow us to provide tailored recommendations. Our approach involves identifying key information about the current processes, as well as proposing a new, streamlined process that is customized to the organization's needs. By doing so, we can create a comprehensive breakdown of the changes that need to be made, and ensure that the pilot project is successfully implemented.

Process workshop

We offer the option for the organization to arrange a process workshop with Spacewise, which can provide valuable insights into the leasing process. The workshop entails a thorough exploration of the process, with a focus on identifying key stakeholders and their respective access levels, as well as determining which actions require permission. By conducting this deep dive into the specifics of the process, you will gain a comprehensive understanding of how to effectively utilize the platform to optimize your leasing process.

Stakeholders

The following stakeholders are crucial to the leasing process and should be taken into consideration when implementing our platform:

• Leasing team: responsible for managing the leasing process, including tenant screenings, lease agreements, and move-in/move-out procedures.
• Business development team: involved in developing and implementing the organization's growth strategy, which may include expanding the organization's property portfolio.
• Marketing team: responsible for branding, messaging and for promoting the organization's properties and attracting potential tenants. 
• Accounting team: responsible for managing financial transactions related to leasing, such as rent collection, invoicing, and expense tracking.
• Legal team: responsible for ensuring that all leasing agreements are compliant with relevant laws and regulations.
• IT team: responsible for managing the technological infrastructure that supports the leasing process, including software integrations and data security.
• Maintenance teams: responsible for managing repairs and maintenance of the organization's properties, including responding to tenant requests and conducting routine inspections.
• Other stakeholders that may be relevant to the leasing process could include marketing teams responsible for promoting properties and attracting potential tenants, as well as customer service teams responsible for handling tenant inquiries and complaints.

Current process and access levels

When onboarding with Spacewise, it's important to understand the organization's current leasing process. This will help to determine how Spacewise can best be integrated into their existing workflow. Here are some key steps to follow:

1. Provide details about the organization's current leasing process, including any charts or visual aids that can help to illustrate the workflow.
2. Outline the specifics of the leasing process, including key steps such as receiving inquiries, vetting tenants, internal communication and approval processes, booking and contract management, and payments and invoicing.
3. Identify which teams are involved at each stage of the process and what actions they are responsible for. For example, who is responsible for accepting requests, issuing invoices, and handling payments?
4. Determine what access is required for individuals to perform their tasks and who needs to receive email notifications or calendar subscriptions. These can be set up for anyone in or outside the organization as needed.
5. Identify who the contact person is for certain listings, and consider setting up automated emails through the Spacewise listing wizard to streamline communication.

New process and identify changes

After analyzing the organization's current leasing process, the next step is to map it onto the streamlined processes offered by the Spacewise platform. This involves identifying areas where the platform can improve and automate tasks to save time and increase efficiency. For example, Spacewise can simplify the inquiry and booking process with online booking tools, automate tenant vetting with digital forms, and streamline payments and invoicing with online payment systems.

Key:

Marketing - Market spaces online and generate leads. 

Qualification - Prospects submit detailed applications, making the screening process much easier. 

Offer/Deal - Documentation and offer is created automatically and sent through the platform. 

Internal comms - Automated notifications are sent to users (can also be set up to include/exclude certain users).

Payment - Handles the payment process on behalf of the organization. 

Additional features

At Spacewise, we understand that the ideal workflow might require additional features that are not currently available on our platform. That's why we work closely with our customers to identify any missing features and optimize the workflow. We value your input and encourage you to share your ideas and feedback with us.

To ensure that we prioritize the features that matter most to our customers, we offer a co-sponsorship program. This program allows customers to contribute to the development of specific features and increase their priority on our roadmap. By co-sponsoring a feature, you can have a direct impact on the development of our platform and help us build a tool that truly meets your needs.

For example, if a customer requests a new feature that will allow them to integrate with a specific system, they can co-sponsor that feature to increase its priority on our roadmap. This will help us to allocate the necessary resources to develop and deliver the feature as soon as possible.