How to save time in your retirement living village

Managing a retirement living village can be a rewarding and fulfilling experience, but it can also be challenging and time-consuming. As a retirement living technology supplier, we understand that your time is valuable and that there are many demands on your schedule.

In this guide, we provide you with tips and techniques for saving time and streamlining your retirement village operations. We'll explore ways to reduce paperwork, simplify communication, and optimise your workflow so that you can focus on what matters - providing exceptional service to your residents. Whether you are a retirement village manager or an administrative staff member, this guide is designed to help you work more efficiently and effectively.

Before we dive into the hints and tips to help you save time in your retirement village...

It is important to note that implementing changes to retirement living work practices will require buy-in and support from management, staff and residents. Without their support, it can be challenging for one person to make lasting changes. Additionally, it's best to focus on one change at a time, such as one per month. Doing this will ensure that any changes made are properly prioritised, and implemented, and have a better chance of lasting success.

As you make changes to your retirement living management work practices, it is essential to update any related documentation, such as policies, procedures, checklists, or forms. These updates ensure that everyone is on the same page and following the same processes, reducing the risk of errors or confusion. Keeping documentation up to date also allows for smoother training of new staff, ensuring that they are following the correct procedures from day one.

Taking the initiative to explore ways to improve your current work practices is the first step. We understand that it can be daunting to consider implementing new systems and processes, but we assure you that the benefits of doing so will far outweigh any initial apprehension. By taking it one step at a time, consulting with your colleagues and residents as required, as well as updating documentation, you will be well on your way to creating a more efficient, effective, and retirement village operating system.

1. Managing Leads in Retirement Villages

As a retirement living operator, managing leads is a crucial part of your operations. However, this process can be time-consuming and inefficient, especially when information is scattered across various spreadsheets or documents. Here are some common issues and timewasters associated with managing leads in a retirement village:

Outdated information: When leads are kept in separate spreadsheets or documents, it is easy to lose track of the latest version. This can result in outdated information being used to contact prospective residents, which can make the village appear unprofessional and could potentially lose a sale.
Lack of information: When lead details are kept in a spreadsheet or on paper often the person responsible for the sales function keeps valuable information related to the sale in their head which has potential for a poor customer experience
Handover time: When the person responsible for sales goes on leave, it can be challenging for their replacement to pick up where they left off, particularly when information is scattered across multiple files or systems.

Single source of truth

By having one system, staff can input and access the latest information, reducing the risk of outdated information being used to contact prospective residents.

Improved reporting

With a single system, it is easier to generate reports for retirement living management or the board, providing greater visibility into your lead management process.

Smooth handovers

When all CRM information and required tasks are stored in a centralised system, handover time is minimised, making it easier for replacement staff to take over seamlessly when staff go on leave.

Centralise customer information

Store all lead-related information in one central location that all relevant staff can access and update, regardless of who is working and when.

Use a shared calendar

Keep track of appointments in a central calendar system to ensure that anyone can pick up where others have left off when needed.

Automate where possible

Look for opportunities to automate lead management tasks, such as sending follow-up emails or appointment reminders, to reduce manual workload.

Inspections

Consider having a set day/s each week for inspections to be conducted, rather than having them on any day or as prospective residents “drop in” to visit the village without an appointment.

Update your procedures

Make sure you update the procedures for the main activities you do, so it is easy to train someone new when you go on planned or unplanned leave. Keep these procedures in an accessible place.

2. Managing Incoming Residents

When a resident is moving into a retirement living village, there are several important steps that need to be taken, such as managing documentation, orientations, and property preparation. One of the most important aspects of managing incoming residents is having a single source of truth for all resident information. This can save time and reduce the risk of errors or miscommunication.

Resident information in a central location ensures that all relevant staff members have access to the latest information, regardless of their location or schedule.
By having to enter resident information only once, staff can save time and know that the information is correct rather than having to update it in several different systems.

The ability to add notes to specific residents can help ensure that all staff members are aware of any important details or considerations.
A centralised system can also help clarify contract obligations and maintenance responsibilities for variations added to the unit, as is the case with any alterations and additions.

Communication templates

Produce templates for communications with incoming residents, such as orientation kits, resident handbooks, info packs, welcome letters, offers, contracts, etc. This can save time and ensure consistency in messaging regardless of who writes the communication.

Staff access

Ensure that all relevant staff members have access to the resident information system to ensure consistency of messaging, prompt responses and currency of input to inquiries via phone or email.

Digital forms

Online forms for incoming residents, such as move-in checklists or resident information forms; this will both reduce paperwork and streamline the move-in process. These forms can also be pre-filled with existing resident information, reducing data entry time by staff or double entries by residents.

Automated reminders

Set up automated workflows for important tasks related to incoming residents, such as cooling off periods, document signing, and payment dates. This can help ensure that nothing falls through the cracks and reduces the need for manual follow-up.

Alterations and additions

Store all documentation and information related to alterations and additions in a consistent and clear manner to ensure ease and consistency in refund calculations.

Email address

Have a generic or central email address for inquiries from prospective or incoming residents to ensure that prompt responses are provided, even if the primary contact is unavailable.

3. Ongoing Retirement Village Management

While managing maintenance requests, budgets, and compliance with legislation are all important aspects of retirement living management, village operators often focus on prioritising their residents' needs and expectations. By making ongoing and repetitive tasks more efficient and automating non-resident-facing activities, village operators can free up valuable time to invest in building stronger relationships with their residents. This could involve organising events, upgrading common areas, implementing continuous improvements or responding to individual resident’s requests.

Centralise property information

Such information, including historical information, can be time-consuming to organise and monitor. To save time, ensure that all relevant information is centralised and easily accessible.

Implement a maintenance management system

A system can help operators keep track of maintenance requests, assign tasks to maintenance staff, and provide updates to residents. By using such a system, requests can be easily retrieved and updates can be provided in a timely manner, saving time that would have been spent tracking down information.

Preventative maintenance

This will save time and money in the long run. By keeping track of preventative maintenance (when, what, who) and ensuring such information is easily accessible by all relevant parties, you will save time every month.

Electronic list of all requests

Ensure maintenance staff can view all requests in their area in an app or by other electronic means. This will ensure they don’t miss any requests as well as reduce time in retrieving and prioritising paper-based requests.

Streamline contractor management

This can also be streamlined by keeping all relevant information in one location. This could save 1 hour per month.

Contractor work orders

For third party jobs, send any requests via email, or automatically via a system, so you have a record of the requests and also save time by not having to make as many phone calls.

Automation

By using automated communication tools, operators can quickly and easily communicate with residents about maintenance updates, upcoming events, and other important information. This can save time that would have been spent on manual communication methods such as phone calls or emails. This time saved can be reinvested into more personal meetings to resolve/discuss specific value add issues with residents.

Implement a resident app

A resident app could include the ability to lodge maintenance requests, answer surveys, read relevant communication (including newsletters) and communicate with staff. By providing residents with access to this information, retirement living village operators can save time that would have been spent retrieving relevant information and responding to resident requests.

Provide residents the ability to access requests and forms on demand

By having a central repository of resident related templates and documents, staff can save time by avoiding the process of finding documents and providing copies.

Use technology to streamline processes

There are many tech solutions available that can help streamline processes and save time for retirement village managers. For example, using mobile apps to manage maintenance requests, or implementing a digital document management system to store important records and documents.

Older friends happy living in a retirement village

Making the change

There are many more ways to improve and save time in retirement villages, but the best person to know how to do that in the context of your village is you.

Streamlining your operations can lead to significant benefits, including time savings and increased efficiency. By implementing changes, with support from management and staff, you can make lasting improvements that will benefit both staff and retirement communities. With a willingness to improve, your retirement village can become more efficient, effective, and professional, ultimately leading to a better experience for everyone involved.

Book a demo today to find out more about how our Operations Management Software can support retirement village operators and the retirement living sector to achieve an efficient workforce and high standards of resident satisfaction.

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Saving time in your Retirement Living Village: Top Hints & Tips!