Doxentrics for Caliber Compliance and Violations Implementation

Problem:  

• Manual procedures were time-consuming and inconsistent
• The drama between staff due to process confusion and miscommunication
• Duplication of efforts between Community Manager and Admin staff
• Printing and mailing all these letters were not value-added work
• The receptionist had no visibility, so could not discuss violations with the owners
• All owner violation discussions had to go thru the Community Managers
• Inspections had not been done often enough, according to the HOA agreements
• No Leadership oversight of the process

Solution:  Compliance in Caliber, Caliber Anywhere, and integrated third party printing

• Standardized the end-to-end process across the entire company (15 people)
• Managers add and advance violations in the field on their cell phones
• Bulk duplication of often occurring violations in the office-based on worksheets
• Programmed letter templates automatically display CCRs and Violation details from the system
• Third-party letter printing integration to Letter Stream for ALL violation letters
• Batch processing of letters instead of mailing them one at a time
• Custom process documentation in company Knowledge Base for future reference
• Interactive training for all staff members involved in the process

Achievements:

• Ninety percent reduction in Administrative Assistant time spent sending violation letters
• All company staff has visibility to all violation details and can now speak to owners
• Leaders can see every Community Manager’s inspection schedule and violations
• All violation letters have needed legal language per state statutes
• System generated Violation reports presented during Board Meetings

​Before and After Time Comparison:

To chat about using these procedures at your company, schedule a complimentary 30 min discovery session at this link: calendly.com/doxentrics/30minconsult