Creating a system for your development process will save time and money: Jo Chivers

Creating a system can be quite simple and helps you achieve more in less time.

Not too long ago I met with one of my builders.  The builder and I started working together when I introduced a particular type of development and in a short period of time we’d already completed five projects together. But I knew we could still fine tune our process.  He’d had some recent staff changes, so it was the perfect time to gently tell him exactly how I wanted my developments to run. 

Before the meeting I prepared a draft procedures document which was based on the way we had been doing things up until then.

But it wasn’t until I started documenting pretty much everything we did that I realised how much was involved in this somewhat basic development strategy.  What started in my mind as a one pager has turned into four. It’s funny how we simplify in our minds a process because we’ve done it time and time again.  But when you really break it down in writing, you can see all the fine details.

Using a system or procedure keeps me on track with our projects .I now literally have a written system for everything I do.  It gives me something tangible to show to my clients and helps explain exactly what I really do when managing their development.   It’s also an important tool to use when training new staff as they have a documented procedure to follow.  

By the end of the meeting with my builder, we had agreed on a three very important changes that impact the bottom line of all my developments:

1. We changed our standard floor plan slightly to make it more cost effective to build, without reducing the size. Now I could offer my clients a cheaper build price that will not impact on the end value or rental return.
2. We changed the payment schedule so my clients would pay less in the first half of the build phase, saving them valuable holding costs.
3. We minimised choice to save time. By setting up standard inclusions plus a list of ‘optional extras’ it meant that clients would not feel overwhelmed by choice on fittings, fixtures and colour selections and we could manage this process faster moving to the next step and saving time.

I put the new system into action immediately and we started getting more done, in less time.  As they say, time is money.

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This article previously appeared on Property Observer in June, 2014.