Set priorities and make decisions.
Trustees and directors set the scheme’s priorities, consider the information and approve matters that require their authority.
03 · Communication and service
Communication that makes responsibility and the next step clearer.
PropAI receives management matters and coordinates the people, information and administrative work required to move them forward.
What this service includes
Communication organised around each management matter.
Keeping relevant communication together makes it easier to understand a matter’s history, current responsibility and next action. The exact scope, authority and any additional services are defined in the management agreement and the scheme’s approved instructions.
- 01
Management matters received with enough context to understand what is required
- 02
Clear responsibilities for the scheme, PropAI and other parties
- 03
Updates, decisions and next actions kept connected to the matter
- 04
Less dependence on scattered inboxes and individual memory
Clear responsibility
The board decides. PropAI coordinates the management response.
The scheme keeps control of its decisions. PropAI takes responsibility for preparing the next step, coordinating the people involved and managing approved actions within the agreed scope.
Prepare, coordinate and manage.
PropAI gathers the relevant information, recommends a practical next step, coordinates the people involved and manages approved actions until the matter is resolved or needs another decision.
Service discipline
A reply is not the same as a resolved management matter.
PropAI manages each matter from receipt to resolution or escalation, keeping its context, responsibility, current status and next action clear.
- 01
Received
The matter is recorded with enough information to understand what has happened and what is required.
- 02
Context established
The relevant people, property, urgency, previous communication and decisions are identified.
- 03
Responsibility confirmed
PropAI confirms who is responsible, what input is outstanding and who must make the next decision.
- 04
Action managed
PropAI coordinates the people, information and actions required to address the matter.
- 05
Status communicated
PropAI updates the relevant people on what has been completed, what remains outstanding and what will happen next.
- 06
Resolved or escalated
The matter is closed when complete. If further authority or a decision is required, it is escalated to the appropriate person.