The assumed starting point
In this scenario, a property management company with 12 employees handles 300 recurring enquiries each month. Matching properties, finding information and preparing replies currently take an average of eight minutes per enquiry. Urgent damage and legal questions still require a separate specialist process.
How the workflow could work
The example workflow identifies the request, suggests the relevant property and owner, and drafts a reply from approved information. Staff verify the match and content. Messages are sent only after this review; uncertain cases go directly to a person.
The intended result
At an assumed five rather than eight minutes including review, the initial time potential is 15 hours per month. Three hours of ongoing quality maintenance reduce the calculated time capacity to 12 hours. These are assumptions for planning a pilot, not measured client results.
The example calculation
300 × (8 − 5) / 60 − 3 ≈ 12 h/month
- 300 items per month; previously 8 minutes per item.
- 100% of items: 5 minutes including human review and correction.
- 3 hours of ongoing monthly maintenance already deducted.
- Assumed values to verify in a pilot. Assess setup and software costs separately; available working time is not guaranteed cash savings.
What the pilot must verify
Testing must cover similar names, multiple properties and conflicting information. An uncertain match must not expose another tenant’s data. Deadlines, contract interpretation and emergencies stay with the responsible specialist process. Setup and ongoing software costs are outside the time calculation.
