Team Communication and Facility Knowledge

Immediate knowledge of facility specific information like access codes, gate systems, access doors, etc., as well as issues arising at a facility is imperative to maintaining facility quality and providing elite customer service. As you move toward virtual management and the management of multiple facilities, it may seem challenging initially to keep this information in order, however it is possible! With proper communication channels between managers, detailed facility maps, and notation and integration of facility information into VMOS, all pertinent information will be at your fingertips. Below are some suggestions for optimizing team communications and facility knowledge. 

1. Consider utilizing a team communication platform like Microsoft Teams or Slack. These platforms allow for real-time messaging between managers to update on issues, updates, and changes occurring at facilities. Consider creating situation specific chats (i.e. auctions, maintenance issues, vendors, etc.) within these platforms to further organize the information and keep all managers updated with facility level information as it comes in. 

2. One key resource that you will have to optmize facility knowledge and team communication is the VMOS Facility Quick Info feature. This feature allows for the input and updating of key facility information, which can be accessed via VMOS at all times. Ensuring that this information stays up to date with the most relevant and imminent facility information will be extremely beneficial in providing timely and accurate customer service, as well as guaranteeing that each manager is aware of what is happening at each facility. 

3. Detailed maps are also important pieces to help optimize facility knowledge between managers. Because not every manager will be familiar with every property, creating a map that details landmarks, access doors, entry/exit points, parking, etc. will help bridge the gap of knowledge and ensure that they are able to speak to the areas of the facility with confidence. Google Maps is a very help resource for creating these maps, as well as maintenance walkthroughs. Utilize your maintenance personnel to assist in identifying facility level information that might be important to have displayed on a map.