Friday 23 December 2022

What's the Measure of a Man?

If you do the Twitter thing, follow me at @HousingITguy or LinkedIn here https://uk.linkedin.com/in/tonysmiththathousingitguy

Just about at the closing of 2022, it feels a little for Social Housing, like the closing of 2017. Back then there was fevered preparation and anticipation of GDPR rolling in the following May. The anticipation now is more around the new TSM’s. These are the new Tenant Satisfaction Measures following a consultation earlier in 2022.

From 1st April 2023, all SocialHousing providers will need to start collecting data for tenant satisfaction measures on areas such as repairs, safety checks and complaints. Will the April 1st deadline make fools of many housing providers or will it all be ok? After all, most providers already would be expected to collate satisfaction feedback on initial proposed themes of repair, building safety and complaint handling. Goodness knows that many, particularly bigger ones in the sector need to be taking satisfaction seriously and acting on it constantly.

TSMs will be used alongside other tools to further scrutinise landlords, interactions (like repairs, gas servicing, compliance and dealing with ASB & complaints) with all their residents. Rather than a rod to beat landlords, I believe it may at last give an opportunity for all, particularly larger ones, to learn from issues

After fairly extensive consultation the basic five themes have expanded now into 22 new measures, around five main themes, repairs, building safety, effective complaint-handling, respectful and helpful tenant engagement, and responsible neighbourhood management. These will be drawn from tenant surveys and landlord data (such as for the Decent Homes Standard).

There is a key split between Landlords of up to 1,000 homes and 1,000 and over. The latter have to supply stats annually, where smaller landlords can spread responses over up to two years. Also, bigger providers are allowed to sample survey and extrapolate. Surveys can be fulfilled by post, by phone, face to face or online, to meet resident needs. Demographics of people surveyed, must be very similar to those housed.

Importantly, when they publish their tenant satisfaction measures results, landlords will also have to report how they carried out their tenant perception survey, including how many responses they had and any other issues that may affect the results. An atmosphere of openness is crucial.

All of the current background to the TSMs can be found on the Housing Regulators page here


 

A guide for tenants has also been created for the Regulator For Social Housing. In its 32pt font, I find the guide less of an ‘Easy Read’ and perhaps too ‘dumbed down’ personally. I accept it must have been done in good faith, well meaning to meet established standards to reach all tenants.

 

While I am all for cutting out the jargon, social housing tenants are not stupid in my experience and should never in my opinion be treated as such. Access the guide here

Here to help set the scene, are the raw TSMs :-

  Overall satisfaction

1. Overall satisfaction with the service provided by the landlord. Measured by: tenant perception survey

  Keeping properties in good repair

2. Satisfaction with repairs. Measured by: tenant perception survey
3. Satisfaction with time taken to complete most recent repair. Measured by: tenant perception survey
4. Satisfaction that the home is well-maintained. Measured by: tenant perception survey
5. Homes that do not meet the Decent Homes Standard. Measured by: landlords’ management information
6. Repairs completed within target timescale. Measured by: landlords’ management information

  Maintaining building safety

7. Satisfaction that the home is safe. Measured by: tenant perception survey

  Safety checks

8. Gas safety checks. Measured by: landlords’ management information
9. Fire safety checks. Measured by: landlords’ management information
10. Asbestos safety checks. Measured by: landlords’ management information
11. Water safety checks. Measured by: landlords’ management information
12. Lift safety checks. Measured by: landlords’ management information

  Respectful and helpful engagement

13. Satisfaction that the landlord listens to tenant views and acts upon them. Measured by: tenant perception survey
14. Satisfaction that the landlord keeps tenants informed about things that matter to them. Measured by: tenant perception survey
15. Agreement that the landlord treats tenants fairly and with respect. Measured by: tenant perception survey

  Effective handling of complaints

16. Satisfaction with the landlord’s approach to handling of complaints. Measured by: tenant perception survey
17. Complaints relative to the size of the landlord. Measured by: landlords’ management information
18. Complaints responded to within Complaint Handling Code timescales. Measured by: landlords’ management information

  Responsible neighbourhood management

19. Satisfaction that the landlord keeps communal areas clean and well-maintained. Measured by: tenant perception survey
20. Satisfaction that the landlord makes a positive contribution to neighbourhoods. Measured by: tenant perception survey
21. Satisfaction with the landlord’s approach to handling anti-social behaviour. Measured by: tenant perception survey
22. Anti-social behaviour cases relative to the size of the landlord. Measured by: landlords’ management information

IMHO, most providers with recent and well integrated Housing Management Solutions, should have little difficulty meeting the challenge of collating and managing this data. This presupposes ASB case  and Asset management, including Decent Homes reporting is already in place. Most package solutions allow the facility to issue satisfaction surveys, campaigns etc, either in bulk, randomly or on demand, sometimes utilising workflow. This may not be a module/features already in use, but could easily be purchased/implemented before April 2023.

In-built self-service features are very useful where satisfaction surveys can be quickly issued, responded to by existing self-service users. Landlords should check these are available, lobby suppliers for them, or make them available. Clearly good take-up is key for tenants who can and are willing to interact on-line. For those who can’t or wont, an omni-channel approach is essential.

Joined up thinking and integrated systems these days can also be well achieved using an umbrella CRM, such as Microsoft Dynamics D365, Netcall, Salesforce or others. In particular, these CRMs often have features easy to implement or enable, at additional minimal cost. One example is the Microsoft Customer Voice (MSCV), in Microsoft Dynamics 365, essentially Forms Pro with some Go-Faster stripes. This approach keeps garnering satisfaction data within the ‘curtilage’ of existing integration, so everything can be managed together.

Applications that have capabilities to ‘bolt into’ existing integrated solutions and databases, would be my next consideration. There is great automation out there from the likes of Voicescape and others, which can allow use of Cloud data received and tie up with core contact and asset repairs data.

Last on my recommendations are totally isolated solutions that have just cropped up to solve this particular new social housing requirement. This always happens, it did with ASB, complaints and Decent Homes before, although you should expect anything these days to be all in the Cloud. Two things to consider on this, are integration prospects and how flexible the solution was based on its original source.

For integration, don’t get wrapped up in the ‘deer park rutting’ of struggling to integrate. Make integration part of the sale, or a guarantee to integrate with a contract penalty. That often seperates the men from the boys, or the women from the girls. Secondly, ensure if any new solution is already in use (& it might not be!) and live, compare carefully that site with yours. Consider the practicalities and the gaps between what you need and what’s available. There is also safety in numbers, remember its less painful to come in later, after pioneers have worked hard and frustratingly, with all the arrows in their backs!

As with any systems or applications, be sure to ask the right questions and not be comprehensively fooled. If in doubt, ask someone, a Critical Friend or similar, to ask those questions confidently on your behalf.

Happy New Year, lets hope for a better one, and get yourself prepared for those TSM’s
 

If we at Acutance Consulting can help your organisation with customer service solutions, 
please just get in touch, for a friendly chat over a brew & a macaroon 😋.

       Related Post: Why does SocialHousing fail so bad with repairs? 


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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

DeWolff - What's the Measure of a ManDeWolff - What's the Measure of a Man.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.


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Saturday 3 December 2022

Artificial

If you do the Twitter thing, follow me at @HousingITguy or LinkedIn here https://uk.linkedin.com/in/tonysmiththathousingitguy

Its been out nearly a whole month at the time of writing this, since the latest chatbot on the block, has been available to play with. 

In the past you may have read about a few other chatbots that have come unstuck. ChatGPT from Silicon Valley outfit OpenAI seems to be the first to pass 'The Nazi test'.

There are stories of A-Level & degree students knocking up essays and even I managed to knock up a great 300 word one on George Orwell, but it stopped short when asked about doing a 5,000 word one. Maybe you only get so much for free ?

We have been here before however….

Tay you might remember, was a chatbot developed by Microsoft in 2016 as an experiment in artificial intelligence and machine learning. It was designed to be a social media bot that could learn from and interact with users on platforms such as Twitter and Kik. It was designed to mimic the language and behaviour of a young adult and was programmed to respond to users in real-time. It was intended to be used as a way for users to have fun and engage with artificial intelligence in a playful manner. The more you chat with Tay, said Microsoft, the smarter it gets, learning to engage people through "casual and playful conversation."

Unfortunately in less than a single day, it had learned right-wing and Nazi principles directly from Twitter users interacting with it maliciously. Here’s a sample:

That kicked off quickly !

No at this point I can forgive Microsoft haters, that might just say, “What a typical MS schoolGates error”. Didn’t Microsoft do any real-world testing before releasing this cluster-f*** into the world, to last not quite just 15 hours? Most humans have filters to some degree, but raw AI? It’s a potential lawsuit waiting to happen. Which is probably why Alphabet/Google and others have been dabbling with this tech for many years, but are in no rush seemingly as yet to release it

Alan Mathison Turing Statue, Sackville Gardens Manchester - RFF5JN

Also, as I discovered, the current incarnation of ChatGPT and the way it serves up responses, might well seriously disrupt the ads first way Google works to turn its dollar. 

Do I think it passes the mathematician Alan Turing test? Well, it comes close!

The currently available incarnation has certain limits, however returns results in a believable natural language (whichever language you happen to speak):

Oh la la 👍

It’s a fun utility to play with, if you have (too much) time on your hands

Well I am happy with that

You can even ask it for code snippets, including SQL statements, Javascript, C++, VB, SalesForce APEX, SAP ABAP, old skool COBOL and PERL. I tested out a few languages I have worked with in the past.

A lot of the examples are accurate and very close to believable answers. Give some of these a try yourself. Once signed up and verified, you will be asking crazy questions within three minutes.

Need any relationship advice 😉

Just taking the above (totally fictional I assure you!) example into account, I think The Sun's, Dear Deirdre column writer, could be in trouble!

Here’s a response to a professional question, I am often asked in my working life:

Suppliers, do you recognise yourselves in there ?

This is all very readable and believable, however in relation to the question asked, I would only score this answer slightly under 40%. I know to interpret the answer in that way and even the broadly correct parts, do not reflect that Northgate has been NEC for over a year, as has Orchard been part of MRI for longer than that and branded so. Core housing above looks to refer to eCORE reporting

After an hour of working with ChatGPT you like me, will trust it a lot, although I know that at times reliability is not always greater than 90%. We definitely need to question everything AI serves up, just as any of us might be questioned in our day-to-day job roles. It could be quite easy to act totally innocently on the results being served up, although without verification in the real world, serious mistakes could be made.

ChatGPT is very limited. No outside access to the internet, trained by humans its claimed. Its "good enough at some things to create a misleading impression of greatness", is how one tweeter described it. This is quite accurate for the moment I feel.

Maybe replacing expensive ICT staff and experienced consultants, is not totally practical at the moment for SocialHousing ICT🤔. However this is useful, although clearly currently the chatbot does not have access to wider weblinks and very much has relied on (truthful humans?) helping to shape content and truthfulness. Clearly this is a more expensive option than just trawling and scraping the web for all kinds of content. A bit like the initial aim of Yahoo.

You will also notice that ads and weblinks are not being served up. Google has conditioned us to wade though ads and find our own best quality links. When we click on an ad, Google earns its 50p or whatever that click is priced at. Searching using ChatGPT frees the user from a lot of that chaff. However, its inherent risk of incorrect or misleading info, needs to be taken into account at all times.

OpenAi currently are slightly immune currently from the types of media storms that might result if say Google, Amazon or Meta released a new chatbot, making mistakes, spreading conspiracy theories or untruths. This would most likely be a major issue and hence I think why they are holding back currently. Also of course, how is this best monetised?

Clearly at some point, openAI who have had incredible investment so far, need to properly monetise this too. We are at the start of a journey here, expect the mainstream chatbots to come and new applications to come out of it. Embrace it when they come, however also consider the risks, commercially and reputationally.

If we at Acutance Consulting can help your organisation with customer service solutions, 
please just get in touch, for a friendly chat over a brew & some Chocolate Gingers 😋.

       Related Post: Can we afford Web Chat? 


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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

X-Ray Spex - ArtificialX-Ray Spex - Artificial.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.


File Under: #HomesForBritain,#HousingDAY,#InternetOfTenants,#Shout,#UKHousing, 07854655009, 1st Touch,1stTouch,360,365Agile,3squared,4Js, ACL,ALMO,AMS,AX,Aareon,Abritas,Academy,Accuserv,Accuserve,Active Housing,ActiveH,ActiveHousing,Acutence,Advanced,Affinity,Agile,Agile365,AirWatch,Alfresco,Alignment,Allpay,Amazon Web Services,Anite,Apex,App,ArchHouse,Archouse,Asprey e-state pro,Asset Management,Associates,Aurora,Average IT Costs,AWI SX Integration Toolkit,AWS, BI,BO,BPR,BancTec,BigChange,Blockwise,BluTek,Bluebox,Blueprint,Browser Applications,Business Objects,Business Planning,Business Process Review,Business social networking, CACI,Capita One Housing,CBL,CCS IT Keystone CCSIT,CEDRM,CHICS,CHR,CIH,CMS,COA,CORE,CPL,CRM,CRM2013,CRS,CTI,CTX,Cadcorp,Capita,CapitaOne,Capita One,Capital Management,Cashflow,Castle,Castleton,Castleton Technology,Cedar Open Accounts,Cerrus,Change,Charges,Chartered Institute Of Housing,Cheaper Housing IT,Chics, Citrix,Civica,Civica CTX,Civica Cx,Civica 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survey,Housing,Housing Contact,Housing Group,Housing Insight,Housing Management,Housing Management Consultant,Housing Partners,Housing Portfolio Management System,Hub Asset Management,Homeswapper,Housing jigsaw, Housing Support Pro,HousingIT,HousingSupportPro,HyperOptic, IMS,IT,IT Budget,IT Training,ITIL,Impact Response,In,In4,In4Systems Promaster,InfoBoss,InHouse,InMotion,InMotion2015,InMotion2016,InfoBoss,Infoflow,Information,Information Technology,Information@Work components,Informix,Innovation, Informetis,Inphase,Inside Housing,Insight,Internet Portal,Internetalia,Invu,Ireland,Irish,itLab, Keyfax,Keylogic,Keypera,Keystone,Kirona,Kypera,Keynamics, Landlord,Ledgers,Linkedin,Liquid,Locality,Localz, M3,MAVIS,MD,MDM,MI,MIS,MIS-AMS,MISCS,MRI,MS Dynamics,MRI,MS Dynamics CRM2011,Microsoft365,microsoft 365,MWL,Management,Management Server,Manifest,Measuring,Mebus,More IQ,MoreIQ,Microsoft Dynamics 365,Microsoft dynamics GP 2013,Miracle,MobileIron,Mobysoft,Monopoly board images and pictures,Montal,Mr Void,MriEngage,MrVoid,MoreIQ NDL,NINTEX,NINTEX workflow,NPS,NPS ASSIST,NPS Housing,NPS Job Manager Mobile,NROSH,Natural,Neighbourhoods and Communities,Nintexworkflow,Northgate,Northgate Codeman,Northgate Public Services,Notice, OA,OGC Buying Solutions,OJEU Limits,ORS,Ohms,OmFax,Omniledger,One,OneAdvanced,OneServe,Open source,OpenContractor,OpenHousing,Opti-time,Options,Optitime,Oracle,Orchard,Outsource and outsourcing,OutSystems, PIMMS,PIMSS Data,PM,PRINCE2,Paloma,Pamwin,PanConnect,People Value,Peoplevalue,PfH,Pick,PlanForm,Planned maintenance,Plenfific,Plus,Portfolio Management System,PowerObjects,Pro,Pro-Points,Prodo,Progress,Promaster,Propoints,Proval,Providers,Pyramid, QL,QuantSpark,Qube,QLX,Qlikview,QueryView,Queryview reporting,Quiss, RM865,ROCC,RPs,RSL,Rave,ReAct,Reality,RedkiteCRM,Red Olive,Registered,Registered Social,Rent Increase,RentSense,RentSenseLite,Repairfinder,Reporting,Reports,RobotAutomation,Rocket, 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Sunday 27 November 2022

For What Its Worth

If you do the Twitter thing, follow me at @HousingITguy or LinkedIn here https://uk.linkedin.com/in/tonysmiththathousingitguy

Well what a wild few weeks for Social Housing.

We had from the Grenfell Tower enquiry, Phase 2 Overarching and Module 7 Closing Statements. Not that far from me in North West England, a coroner found that two-year-old Awaab Ishak, died from prolonged exposure to mould, in Rochdale social housing.

Both shocking to tenants, the sector and the outside world too. It should be no surprise that social housing providers appear out of touch, incompetent, willfully negligent, with greedy overpaid managers and Chief Execs. The Housing Ombudsman and Regulator appear uninterested, toothless too, to many residents who try to complain. Quite a few organisations deal with complaints shabbily or don’t take seriously, configuring their systems to deal with them.

I grew up in Manchester late 1960s overflow Council Housing myself and have worked with the housing sectors ICT (procurements, implementations, Critical Friend), now for over 25 years. In that time I have met a lot of excellent people, most doing their best for homes, communities and residents they manage. When I share that view with tenants or friends in rented accommodation, not many believe me. Perhaps its because I generally work with RSLs/RPs that are wanting to use their solutions to improve or migrate to new improved ones, that I see organisations up for change and transformation. I see few organisations stuck in the We have always done it this way groove. If that’s the case, its often a sure path to failure.

What does failure look like though? How best to test the water of how good an organisation is?

Well, its sure as hell not sending out satisfaction surveys and counting all that do not come back (as well as the ones rated ‘positive’), as ‘good’ too. Dear reader, YOUR organisation would never do that, would you? How do we measure how good places are, in our real world lives? It’s generally Tripadvisor, or more likely Trustpilot for bigger more expensive and important purchases. What’s more important than the roof over your head? 

Have you checked your organisations Trustpilot score lately? The red flag on there I am sure you will agree, is too many one star reviews. Pretty much they are only one star, because you cannot post a review with zero stars ⭐️ 


On the back of the doom and gloom this last month, it was no surprise for the Daily Mail (who have form on this), pulled out the latest list of (Inside Housing) 2022 CEO salaries, to show the world, “Lavish lifestyles of the housing fat cats: After tragic case of toddler in mouldy flat, meet the bosses who are earning huge salaries while renters are stuck in squalid homes”. Even Richee Sunak (without additional claimable expenses, in his own state provided social housing at 10 Downing Street), doesn’t earn as much as these selected CEOs (apparently).
 

Original article - https://www.dailymail.co.uk/news/article-11450981/After-tragic-case-toddler-mouldy-flat-meet-bosses-earning-huge-salaries.html

Looking at that list, you have to admit, based on bad publicity, ITV investigations and the odd BBC panorama on unlivable homes, some of the key culprits seem to have the best remunerated CEOS. Do you think they are worth it? These are all managing vast portfolios and (should be) exercising the responsibility, of keeping tens/hundreds of thousands of residents safe in decent accommodation.

Can you imagine taking the measure of CEO's compared to their Trustpilot scores. Imagine determining a recalculated percentage based on all Trustpilot scores of 2 stars (inclusive) upwards. Now that does not sound too difficult, nor too high a bar.

I didn’t think it could be, until I did a bit of an exercise to check all the organisations in the table. Obviously I gave Rishi a free pass, as the little fella has only been in the job just over a month.

The results in the table below may surprise you, they did for me.

Many are based on low numbers of reviews, however, all except four of the fifteen, have 50% or higher of one star reviews. Sanctuary managing 250k properties, comes top with 94% of one star reviews and an official TrustPilot rating of “Bad”. 

 
Applying the 6% of remaining rated 2-5 reviews, to £402k, gives a calculated based on quality produced CEO salary, of £24,120 pa.

Using this same methodology, the OneHousing CEO would earn just £10,480 pa. In fact four of these CEO’s, under this methodology would earn less than a highly experienced housing officer working in London.

These CEO’s are tremendously lucky that they aren’t paid based on the ratings they seem to be racking up, so far as at late Nov2022. The big regret I have, and I feel the wider sector must have too, is these lazy poor ratings, tar everyone with the same brush. That includes everyone, right down to the small charity providing specialist accommodation, for just a few dozen tenants.

You will notice that there is one provider in that table, rated ‘Excellent’. Peabody have two TrustPilot scores, one from its SocialHousing arm and one from its sales arm. Reading the review comments, the latter’s satisfaction level is borderline insane. Wouldn’t it be great if we could all have an ‘Estate Agent’ head on, solving repairs, ASB, arrear and other issues quickly and efficiently for residents, always treating them as ‘valued customers’, never anything lesser?

How difficult is it for the sector to improve, particular its biggest providers, who should really be beacons lighting the way, not reinforcing a dodgy and generally incorrect stereotype? How difficult for the regulator of socialhousing is it, to do its job properly? Writing to organisations last week on ‘The Issue of damp & mould’, is trying to shut the gate, once the horse has bolted. Slightly comical too, considering we have a government currently that voted against decent housing standards in the PRS  , just 12 months before the Grenfell Tower disaster.

It makes me wonder if we don’t tackle our own problems within the sector, it will be rather a lengthy wait for the Housing Regulator, or government regulation to force us to improve. One thing I do know, we have plenty of technology, systems and processes that can help us all. Maybe it’s the culture and the motivation angle, starting with our CEO’s, which if we really need, to properly change all this.  

If we at Acutance Consulting can help your organisation with complaint solutions, 
please just get in touch, for a friendly chat over a brew & some Hobnobs 😋.

       Related Post: How do we manage a perfect go-live, even on large implementations? 


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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

Buffalo Springfield - For What It's WorthBuffalo Springfield - For What It's Worth.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.


File Under: #HomesForBritain,#HousingDAY,#InternetOfTenants,#Shout,#UKHousing, 07854655009, 1st Touch,1stTouch,360,365Agile,3squared,4Js, ACL,ALMO,AMS,AX,Aareon,Abritas,Academy,Accuserv,Accuserve,Active Housing,ActiveH,ActiveHousing,Acutence,Advanced,Affinity,Agile,Agile365,AirWatch,Alfresco,Alignment,Allpay,Amazon Web Services,Anite,Apex,App,ArchHouse,Archouse,Asprey e-state pro,Asset Management,Associates,Aurora,Average IT Costs,AWI SX Integration Toolkit,AWS, BI,BO,BPR,BancTec,BigChange,Blockwise,BluTek,Bluebox,Blueprint,Browser Applications,Business Objects,Business Planning,Business Process Review,Business social networking, CACI,Capita One Housing,CBL,CCS IT Keystone CCSIT,CEDRM,CHICS,CHR,CIH,CMS,COA,CORE,CPL,CRM,CRM2013,CRS,CTI,CTX,Cadcorp,Capita,CapitaOne,Capita One,Capital Management,Cashflow,Castle,Castleton,Castleton Technology,Cedar Open Accounts,Cerrus,Change,Charges,Chartered Institute Of Housing,Cheaper Housing IT,Chics, Citrix,Civica,Civica CTX,Civica Cx,Civica 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Wednesday 9 November 2022

Processed Complaints

If you do the Twitter thing, follow me at @HousingITguy or LinkedIn here https://uk.linkedin.com/in/tonysmiththathousingitguy

Following on from my blogpost last month, focused on how residents can effectively raise issues and complaints effectively, how should Social and Council Housing best effectively resolve/conclude them effectively.  

Reaction to my previous post prompted a quite a few residents to share their experiences of complaints with their landlords on Twitter, a few can be accessed here  and here.

Complaints and service fails will always happen, that’s life. As I reminded a supplier this last week, ‘nothing in life is ever 100%’, so don’t kid yourself or customers, that you are. When things go wrong, they invariably cost way more to rectify than they might have just to get the issue right in the first place. That’s why complaints should be embraced as a valuable means to improve, rather than buried as dirty embarrassments.

One of the biggest initial issues that residents have with complaints is how their Council or RSL will handle them and how to initiate one. If you are a Social Housing provider, is your defined policy easy to find on your website and can you initiate one from that page? We do tend to do most things from the internet these days, but do we also offer an Omnichannel approach, where residents can phone or walk in too, initiating one?

For example, YourHousing close to me in the North West of England offer good details on online Complaint/compliments (their capitalisation) here.  

A refreshingly open approach 😉

I particularly like the Orbit Housing Group open approach on complaints here, which is also quite candid on numbers being received. The data nerd in me however, would like an ‘Other’ section at the bottom of that table, mentioning the missing 18.07%. How many other RSLs would be comfortable sharing their stats on their website? I haven't seen many.

Lets think about those initial complaints coming in then. If a compliant (or complement) can be submitted via a webpage, where does it initially get recorded? Ideally it should become a CRM interaction, possibly at that stage the start/update of a ‘case’ and initiate a workflow task, for a member of staff to action. If that initial request just goes into an email box (or possible spam if colourful or emotional language used), it might take days to progress/respond to, or start dealing with these. Where good quality self-service is available, ability to submit complaints (or related incidents etc including images/video) against a logged in resident, is of great advantage.

Inside your RSL, once successfully recorded or converted from a CRM interaction, how easy does your systems and processes allow easy access to staff who should have access, to have audited view/update of the whole complaint timeline? What residents might call 'their case notes'. This can be easily supported digitally by most well configured modern integrated Housing Management Systems, or a hybrid of HMS and CRM platform such as Microsoft Dynamics365, Salesforce or Netcall. Some competent standalone complaint solutions are available, although the lack of integration and ability to navigate a 360degree view of the resident, can severely blunt its overall effectiveness. Housing finance staff might be struggling to progress arrears, while being totally unaware of a significant complaint in play elsewhere. Better integration, including to document management (EDRMS) recording video, images, WAV files etc, ties everything together. Repairs are generally the biggest issue area and links of a case to offending Works Orders or Capital Works, helps present a high level view.

Once received we would hope that communication will be key, in keeping the complainant informed at all times. A good internal process should set targets for different types of complaints and this should be visible/shared with residents, to know what to expect. This is one area that clearly often falls down, leads to excessive additional requests in from residents and growing stress and frustration. If systems are set up correctly, much of the communication process can be automated via SMS, email, managing the complaint progression via intelligent self-service etc.

Recognise that residents trying hard to find out what is happening to their complaint and seeing very little in responses back, can easily appear vexatious (and unfortunately be sometimes labeled as such).

The good example below is again from Orbit setting resident expectations 

Where next will the resident complaint go?

Above, a target of ten days, with updates every few days, puts residents in no doubt what the RSL is aiming to do. However what is to be done internally if staff are not keeping to targets? Most HMS/case management/CRM solutions enable automatic escalation of tasks and diversion, on occasions of annual leave/sickness etc. Often these are not correctly configured or enforced internally, email often being used instead. With the latter, tasks can easily be lost, too many staff cc:d in, often everyone assumes (wrongly) ‘everyone else is dealing with it’. So, switch these features on and let staff know all updates belong on the case, not via email. Case time & costs might well also be collated.

So, assuming the case progresses and the issue gets resolved satisfactorily, how does the RSL learn from the experience? Overall costs to rectify quite often are many times the original cost of getting the issue right in the first place, so its crucial that from each complaint, we analyse, learn and work to tweak wider processes, often with the whole journey in the room, to reduce recurrence.

Sample changes I have seen from working with clients over 20 years around complaints, have been:

  • Improvements to staff training and experience going forward / mentoring. Building even better relationships with residents improves outcomes for all
  • Enhancements to initial repairs diagnosis routines and scripting to capture additional information for more complex repairs, reducing costs, minimising follow-up visits
  • Better communication when repairs span multiple visits, involve pre-inspections, jobs on hold etc
  • Introduction of before & after photos for repairs, to better monitor operative trade quality, including photos for evidencing no-access carding
  • Improved presentation of service charges and info on leaseholder billing, introduction of automated module to calculate charges and enhancement of web portal to reduce manual queries and widen transparency
  • Introduction of targeted estate/scheme inspections/walkabouts based on complaint hotspots for ASB. EG abandoned vehicle/dumping hotspots
  • Enhancement of specialist and targeted Tenant participation groups, involving residents earlier, to nip specific issues ‘in the bid’ before they become more serious and costly to rectify. Trusting residents to be our remote sensors
  • Where complaints have initiated change that residents should notice, share it via quarterly newsletters, Facebook pages, twitter or WhatsApp groups. If the RSL has fixed stuff, tell residents, so they know about the changes that are being trialed


At any point in the process, a FOI (Freedom Of Information) request could be made by a complainant OR if the case cannot be amicably resolved, all the details of the case might need to be collated or exported. Where existing solutions may struggle to achieve this, it puts the RSL at a disadvantage. Possibly residents have better access to this information than the landlord, particularly some time after the original incident occurred. An absolute gift for companies that assist residents with Disrepair claims.

Good reporting from the case management system is key. This might include KPIs such as average time taken to resolve, numbers and categories of complaints received, cost to process and cost of exit fix. Outputs must allow cases to be easily monitored by stage, owner, on-time/approaching late/late and current status. Regular automated reminders to staff and management from the solution should be available, to keep cases moving, with easy management insight

I have intentionally covered a lot of ground here, giving some food for thought I would hope for many Social and Council Housing providers. Some clients I have worked with have been using most of these techniques and systems for some time. Others have virtually none, or manage relatively well with manual spreadsheets etc. But that is a rarity.

If your organisation encounters many cases going to local councillors, MPs or the Ombudsman, then clearly there’s a problem. Equally, if complaint cases creates many residents labelled as vexatious or ‘red flagged’ with warnings, it’s more likely that problems lie more with you than your residents. Look again at your internal processes and communication, just small tweaks might make a great deal of difference.    

If we at Acutance Consulting can help your organisation with complaint solutions, 
please just get in touch, for a friendly chat over a brew & some Hobnobs 😋.

       Related Post: How accurate is the info in our CRM systems? 


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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

Kasabian – Processed BeatsKasabian – Processed Beats.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.


File Under: #HomesForBritain,#HousingDAY,#InternetOfTenants,#Shout,#UKHousing, 07854655009, 1st Touch,1stTouch,360,365Agile,3squared,4Js, ACL,ALMO,AMS,AX,Aareon,Abritas,Academy,Accuserv,Accuserve,Active Housing,ActiveH,ActiveHousing,Acutence,Advanced,Affinity,Agile,Agile365,AirWatch,Alfresco,Alignment,Allpay,Amazon Web Services,Anite,Apex,App,ArchHouse,Archouse,Asprey e-state pro,Asset Management,Associates,Aurora,Average IT Costs,AWI SX Integration Toolkit,AWS, BI,BO,BPR,BancTec,BigChange,Blockwise,BluTek,Bluebox,Blueprint,Browser Applications,Business Objects,Business Planning,Business Process Review,Business social networking, CACI,Capita One Housing,CBL,CCS IT Keystone CCSIT,CEDRM,CHICS,CHR,CIH,CMS,COA,CORE,CPL,CRM,CRM2013,CRS,CTI,CTX,Cadcorp,Capita,CapitaOne,Capita One,Capital Management,Cashflow,Castle,Castleton,Castleton Technology,Cedar Open Accounts,Cerrus,Change,Charges,Chartered Institute Of Housing,Cheaper Housing IT,Chics, Citrix,Civica,Civica CTX,Civica Cx,Civica Genero,Civica Saffron,Clearview,Clik,Cloud Dialogs,CloudDialogs,Coactiva,Codeman,Comino,Commontime,Community Reward Services,Company,Competitive Dialogue process,Component Accounting,Consilium,Consolidation, Consultancy,Consultant,Consultants,Contact Manager,Context,Contractor Systems,CorVu,Cost Reductions,Covalent,Crystal Reports,Customer Relationship Management,Cx, DRS,Deeplake,Designer Software,Development Systems,Director,Document,Documotive,Docuware,Dynamic AI,DynamicAI,Dynamics 365,D365,Dynamics365, ECMK,EDM,EDRMS,ERP,ESRI,Elmhurst,Enghouse Interactive,England,English,EnterpriseBI,Estatecraft,Etive,Exhibition,Exponential-e, Facebook,Factorwise,Field Service management,Finance,Financial Systems,Financials,Footprint,Forms,Freezes,Fusion, Gas Tag,G-Cloud,GCloud,GDPR,GGP,GIS,GasTag,Genero,GeoSolveIT,Getting best from,GoTonySmith,Grasp,Grip,Group Apex, HFI (Housing Financials interface),HG,HRA,Hardware,Hitachi Systems,Hitex,HomeMaster,Hometeam,HouSys,House,Housemark,Housemark survey,Housing,Housing Contact,Housing Group,Housing Insight,Housing Management,Housing Management Consultant,Housing Partners,Housing Portfolio Management System,Hub Asset Management,Homeswapper,Housing jigsaw, Housing Support Pro,HousingIT,HousingSupportPro,HyperOptic, IMS,IT,IT Budget,IT Training,ITIL,Impact Response,In,In4,In4Systems Promaster,InfoBoss,InHouse,InMotion,InMotion2015,InMotion2016,InfoBoss,Infoflow,Information,Information Technology,Information@Work components,Informix,Innovation, Informetis,Inphase,Inside Housing,Insight,Internet Portal,Internetalia,Invu,Ireland,Irish,itLab, Keyfax,Keylogic,Keypera,Keystone,Kirona,Kypera,Keynamics, Landlord,Ledgers,Linkedin,Liquid,Locality,Localz, M3,MAVIS,MD,MDM,MI,MIS,MIS-AMS,MISCS,MRI,MS Dynamics,MRI,MS Dynamics CRM2011,Microsoft365,microsoft 365,MWL,Management,Management Server,Manifest,Measuring,Mebus,More IQ,MoreIQ,Microsoft Dynamics 365,Microsoft dynamics GP 2013,Miracle,MobileIron,Mobysoft,Monopoly board images and pictures,Montal,Mr Void,MriEngage,MrVoid,MoreIQ NDL,NINTEX,NINTEX workflow,NPS,NPS ASSIST,NPS Housing,NPS Job Manager Mobile,NROSH,Natural,Neighbourhoods and Communities,Nintexworkflow,Northgate,Northgate Codeman,Northgate Public Services,Notice, OA,OGC Buying Solutions,OJEU Limits,ORS,Ohms,OmFax,Omniledger,One,OneAdvanced,OneServe,Open source,OpenContractor,OpenHousing,Opti-time,Options,Optitime,Oracle,Orchard,Outsource and outsourcing,OutSystems, PIMMS,PIMSS Data,PM,PRINCE2,Paloma,Pamwin,PanConnect,People Value,Peoplevalue,PfH,Pick,PlanForm,Planned maintenance,Plenfific,Plus,Portfolio Management System,PowerObjects,Pro,Pro-Points,Prodo,Progress,Promaster,Propoints,Proval,Providers,Pyramid, QL,QuantSpark,Qube,QLX,Qlikview,QueryView,Queryview reporting,Quiss, RM865,ROCC,RPs,RSL,Rave,ReAct,Reality,RedkiteCRM,Red Olive,Registered,Registered Social,Rent Increase,RentSense,RentSenseLite,Repairfinder,Reporting,Reports,RobotAutomation,Rocket, Salesforce,Salesforce.Org,SAP,SASSHA,SDM,SHBVN,SM,SOTI,SP,SQL,SQL Open Housing,SQL Reporting,SQL Server,Saffron,Safron,Saturn,Scenario,Scotland,Scots,Scottish,Scout,Sequoa,Serengeti,Serros,Server,Service,Services,Servitor,Sharepoint,Sim,SimPro, Simdel,Simdell,Slash and Burn,Social Housing ICT,Social Housing Software Applications,Social Media,Software,Software solutions,Spotlight Service,Spotlightservice,Star rating,Stores and Stock,Strategic,SunAccounts,Sunguard,Surveys,Streetwise, Swordfish,Sx3,Symatrix Human,System alignment,Systems,Systemwise, T-Files,TEAMS,TED,TFiles,TP Tracker,TSG,Tagish Casework,Tagra,Task,TAIM,Technologies (India) PVT Limited,Telecetera,Template,Terminal Services,That,Three Star,Tilt,TiltAffinity,Today,Tony Smith,Tony Smith That Housing IT Guy,TonySmith that housing IT,TonySmithHou,TonySmithHousing, ,TonySmithHousingITguy,Total,Total Mobile,Totalmobile,Trace,Tribal,Twitter, U2,UC,UK,UK Housing,Ukhousing,UniClass Enterprise,Unidata,United Kingdom,Universal,Universalcredit,Universe,Unrest, Valueworks,Van Stock,Vantage,Vantage Sentinel,Version,Virtualisation,Visualmetrics,Voice,Voice and data,Voluntas, Wales,Welsh,Wheatley,Windows Server,Workflow and,Work Hub,Works Connect, XML,Xen App,XenApp,Xmbrace, ...
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