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Can You Manage the Portfolio by Exception?

Managing hundreds of units should not require reviewing hundreds of units. The operating system should tell leadership what changed, what is aging, and what requires a decision.

Answer each question based on what happens on a normal busy week — not what the SOP says should happen. Each answer is worth 0, 1, or 2 points. Maximum score: 20. Nothing is stored or sent.

Answered 0 / 10Complete all 10 to see your score
1.Maintenance intake

Are work orders categorized, prioritized, and assigned consistently?

2.Aging thresholds

Do open work orders automatically surface when they cross meaningful time thresholds?

3.Vendor ownership

Can you see who accepted the work, scheduled it, completed it, and invoiced it?

4.Turn readiness

Does a unit move through inspection, scope, vendor, ready, and listed gates with clear exit conditions?

5.Vacancy visibility

Can leadership see which vacant units are aging and why?

6.Collections workflow

Are delinquency stages, owner, next action, and resolution status visible?

7.Owner commitments

Are promised owner updates and approvals tracked as work, not buried in email?

8.Vendor performance

Can you compare cycle time, callback/rework, invoice lag, and reliability by vendor?

9.Portfolio dashboard

Can leadership identify the few properties requiring intervention in under five minutes?

10.Escalation rules

Are emergencies, spend thresholds, legal/compliance issues, and owner approvals clearly separated from routine work?

Please answer all 10 questions first.

0/20

  • Read the related case study to see how a full redesign moved these same metrics.
  • Book a free 30-minute Workflow Assessment to get a real answer for your workflow.
What to do with your score

Do not buy software because the number is low. Pick the two lowest-scoring questions and follow one real item through that part of the workflow. Identify the missing owner, stage rule, required information, or exception trigger. Fix the process first — then decide whether automation earns a place.

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