Victim Of Changes, Progress (the database)?

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

We all try to stay ahead of the curve. No sooner we have Windows 7, we have Windows 10, then 11. It’s a constant fight to stay current and protected. 

The Silverlight support deadline has been & gone. Woe betide any Socialhousing organisations still on Keystone asset management cowering behind their firewall.

One de-support notice that might have passed your attention however, is the close of Progress OpenEdge database version 11.7, next April 2025. Apache Tomcat 8.5 security support has already ended, back in March 2024. While from April Progress based solutions will still operate, however will no longer receive security updates and patches. While not generally web facing, that reduces but not totally eliminates risk.

Progress, very much a database of the 1980’s and mid-90’s still has a large footprint in UK Social Housing. This is due to the number of IBS/Capital OpenHousing and MRI/Orchard housing systems still in use and the large footprint of openAccounts as finance solution, often sold with those solutions. Of course a lot of folk are looking to the market to research alternatives, some with housing/Finance combined.

The sector does have a severe problem with not keeping application solutions up to date. Of course this is not limited to the above examples. I have found it endemic across many applications, regardless of contracts attempting (but generally failing) to enforce frequent upgrades.

Many users will be expected to be way behind with versions of OpenAccounts, Pro2, Ebis, OpenPeople as well as housing solutions.

While there is a good nine months to upgrade, bear in mind that many dozens of sites will need to take this leap and also a year-end will sit in the way of finance users. So how if you are a site affected by this, to move forward smoothly?

Getting across to Progress Version 12 is crucial and a pre-cursor is to get upgraded to MRI Orchard’s latest version, in order to be Progress v12 ready. This will be more clunky for organisations many versions behind. This will involve applying a number of incremental versions with attendant testing/UAT. Interfaces are the most important areas to concentrate on, in addition to any local development outside of what’s supported as supplier IP. Although often helpdesks fall down in spectacular manner!

For OpenAccounts, the target needs to be v10.1 – If this can be achieved by late summer, this would be ideal. Where existing users are still on OA versions 8 or 9, it’s a heavier upgrade path. Getting up to v10.1 will then provide Progress v12 compatibility.

Where Orchard/OpenHousing is used in conjunction with openAccounts, there are bound to be dependencies. Be sure to check these out in detail with whoever supports your solutions.

This all kind of underlines the good sense of upgrading often where you can. You know it makes sense!

_/_/_/_/_/_/_/_/ *** Join the discussion with Claire & Aiden *** _/_/_/_/_/_/_/_/

If you are stuck on a legacy SocialHousing system, reach out

please just get in touch , for a chat over a slice of LDC ☕😋

       Related Post: Is your finance chart of accounts, the size of Saturn ?

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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.

Judas Priest – Victim Of Changes.
(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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It’s a fixer-upper...

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

We are all aware of one or two in our neighborhoods I am sure, yes the ‘Fixer-Upper’. Generally a property (or anything else like an ICT system) bought on the cheap purchased with full knowledge that a lot of work, substantial additional time and cash investment would be needed. 

That’s all very well with buyers going into that situation with eyes wide open, however what of new renters moving in to a let, then discovering its more a ‘Fixer-Upper’ than a property hitting the landlords ‘Letting standard’ ?

Classic issues in a Fixer-Upper are often damp, roofing and window issues, what might be more commonly referred to in social housing, as Capital Works. Small patches of damp are often caused by plumbing or roofing/draining issues. Typically tenants may report these issue instances via self-service or a call into an RSL contact service centre.

As we know, Westminster Housing & Communities dept, quite rightly are all over this issue at the moment, as can be seen by the initial report findings.

Top level observations were:
 

• Landlords relied more heavily on reactive approaches to identifying problems than proactively looking for evidence of damp and mould through surveys of their homes
• had less data or refreshed their data less frequently
• had weaker evidence about their assurance, oversight and understanding of the condition of homes

So how can landlords better use existing or newer Housing Management System solutions, to tackle the above directly?

Well, firstly an emphasis on how complaints and responsive repair requests are diagnosed and progressed. Where damp and mould issues come in as complaints, they should also be logged as a repair request. This is the envelope that can generally encompass pre-inspections, remedy work, post-inspection and follow-up surveys etc. Scripting (the likes of Keyfax, RepairFinder, ActiveHousing etc), can be enhanced around damp and mould, in order to capture additional information. This might include more precise locations in the property for example. IE not just ‘Rear Bedroom’, but in addition precise place(s), eg ‘ceiling next to back wall’, ‘To left of single glazed window’ etc.

Also, capturing extent and images if we can, is important. Tenants should be asked in plain language to determine what size the area is, if they are unable to measure. EG ‘a patch the size of a hand, full length of a wall’ etc.

Where pre-inspections are necessary, these can be specially prioritised and kept within the computer recorded Request. It is likely that an initial inspection will result in work on roof, guttering, plumbing, or other ‘Wet Trades’. I have worked with clients in some of the wettest parts of the UK (yes, wetter even than Manchester!) and generally I have experienced ‘Wet Trade’ operatives to be in short supply, particularly in colder/wetter months.

This can lead to work being deferred or perhaps parked until capital/planned programmes are due, later in the year. To safeguard the chance of the issue not being picked up by these later works, the Request should be kept open. Closing the request in this instance, has not solved the tenants issue, and artificially reports as a successful outcome at the RSL. This is a major danger, particularly if that programmed work on that block/scheme, never takes place or budget is reallocated. 

Few asset stock condition surveys that I regularly see in use, actually ask questions specifically around damp & mold. These need to be incorporated if your asset management team have not already done so, in order to direct the surveyors right to it.

Where repeat Requests and customer contact occurs on damp/mould, these point to underlying resident issues not being solved. From the landlords viewpoint, this will no doubt cost more later in damage to the asset. From the tenant viewpoint, service is poor and their health could be placed in danger.

Data, having lots of it current and accurate around condition, is the key to closing out these issues properly and reporting coherently. You would expect by now, the sector was making good use of IOT to monitor properties and heating/ventilation efficiency. We still seem slow to put the Internet Of Things to much use unfortunately. This could be a source of great data. Perhaps a whole future blog there on pioneers doing significant rollouts in 2023.

Recent articles I have read cite ‘Tenant Life style’ as a sometime source of damp and mold issues. While lack of outdoor drying areas, heating/washing habits, occupier behaviours etc, can contribute to these issues, I doubt very much that religious practices and ablutions, rather than poor/expensive heating and noisy/insufficient ventilation, is to blame in many cases.

While we have improved central heating, insulated and double-glazed, we have reduced the amount of default ventilation in our homes too. Some additional communication can be really helpful as regards drying areas, opening windows etc, to tackle those aspects. Residents experiencing challenges in keeping homes sufficiently warm, may also benefit from advice via tenancy sustainment teams. For sure, we are all seeing increased fuel bills, with no early prospect of things normalizing soon. Noting that these types of discussions have taken place in our systems, will be helpful later in better targeting help, with potential reducing budgets.

Our systems can help landlords tackle damp and mould issues from a number of angles. Better the Ukhousing sector starts getting a grip on these issues, way before the regulator, ambulance chasers or God forbid, the coroner comes calling. As ever, remember even the best processes, technology and solutions, requires a good organisation culture too, driven best from the very top.

If we at Acutance Consulting can help your organisation with data issues, 

please just get in touch, for a friendly chat over some lemon drizzle Cake & a brew ☕😋.

       Related Post: Integrate your stock condition surveys into your HMS data 

Catch the blog monthly archive at https://soundcloud.com/housingitguy/

_/_/_/_/_/_/_/_/

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.

Its a fixer upper – Yard Act.
(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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. . . . . . . . . . . .

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? 

Catch the blog monthly archive at https://soundcloud.com/housingitguy/

_/_/_/_/_/_/_/_/

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 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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. . . . . . . . . . . .

Missing Pieces

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


Sometimes, I feel I need to work like Inspector Clouseau, in getting to the bottom of system issues & problems, of which readers will be aware, I encounter often.

How often do you realise that you are looking at a symptom, not the problem?

Anyone who knows me well would maybe identify me more with the real ale loving Morse than the comic Belgian. No hidden Brexit references there either! However, powers of determination, investigation etc, remain the same.

A few weeks ago, I remember encountering a problem, defined on a supplier helpdesk as ‘Problem passing report to Excel’. Now it was a SSRS type report, so that kind of functionality is broadly nailed on. However in todays complex landscape, maybe it’s down to a security issue, buggy release of ‘Report Server’, or bad formatting of the primary report.

However, its preventing some heavy-weight full-fat reports being finally assembled, so it’s a priority issue. Well we would probably all agree on that I expect. At the meeting, I had to ask, “So why do we need to pass that report to Excel?”. A good question I thought Morse might have asked, in that room, considering SSRS reports can pretty much bring any sort of data together.

The answer was, that we need to do that, in order to add some other data in. OK, but when that data was described, it would be expected from the original source of the first report. Spooky I thought. So I asked, why are we combining these datasets like this then?

Well that was because the second dataset was not configured in the database, as it used to be and seemingly, will be going forward forever into the future. Clearly this was a bit of a lemon drizzle cake moment for me. I asked, have we even tried to set this second set of data up and incorporated it into this report, which was newly designed?

Now I can understand use of Excel, where data cannot be stored in any corporate database or system of record, rare though that is, but not using features we already have is virtually vandalism.

Have a look around your organisation. How many people use spreadsheets as intermediate staging posts? How many reports could bring all or a greater amount of that data together, with much less manipulation? Save the Excel manipulation and also save a lot of the time of many highly paid senior staff. They could, I assure you be better employed doing higher value work.

Related Post: Do you think application solution sales people try hard enough? 

Catch the blog monthly archive at https://soundcloud.com/housingitguy/

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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.

Jack White – Missing Pieces.
(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: 360,1stTouch,4Js. , 07854655009 ,365Agile," """" ",,#UKHousing,#HousingDAY, #HomesForBritain,#InternetOfTenants, #Shout,1st Touch,3squared,Accuserv,Acutence,Aareon,Academy,ActiveH,AirWatch,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos, Asprey e-state pro,ActiveHousing,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,aspireview,Agile365, BO,BPR,Browser Applications,Business Objects,Business Planning, Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox, Castle,CBL,Cedar Open Accounts,Cx,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT,Civica Genero,Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component Accounting, Community Reward Services, Consilium, Consolidation, Consultancy,Consultant,Contact 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software,open tender,OpenHousing,Opti-time,Oracle,Orchard,Optitime DRS,Outsource and outsourcing,OpenContractor,ORS,OneServe, PIMMS Data Systems, Paloma,performance management systems,PfH, Pick,PIMMS,pimms4communities, Planned maintenance,People Value,Plus, Peoplevalue,Portfolio Management System, PM,Progress,Promaster,Proval,Pyramid,PRINCE2,prince,Pamwin,PlanForm, Propoints, Pro-Points,predictive analytics for housing, QL,QLX,Quiss,Qlikview, QueryView,Queryview reporting,Registered Providers,Registered Social Landlord,Rent Increase Freezes,Repairfinder,Reporting,Reports,ROCC,RobotAutomation,Rave Technologies (India) PVT Limited, Rocket,RPs,RSL,Reality,ReAct,reidmark,RM865, Saffron,SAP,Scots, "Social Housing IT",Social Housing ICT, Scottish,Scenario, Scotland,SDM,sector,TonySmithHou,Safron,Server Virtualisation,servicing, Servitor,Sharepoint, Simdel,Simdell,SimPro,Sim Pro,Slash and Burn,Social Media,Software,SQL Open Housing,SQL Reporting Services,SQL reporting services,SQL Server,Star 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Where has all my good time gone?

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

I often wish I had a big box of time. On a rare trip to a local hostelry last week, conversation turned to everyone's lack of time and if anyone had any top tips to squeeze just a bit more out of the day. Some pretty sensible ideas came out of it. Worth sharing I thought. While I am sure many readers of this blog take advantage of many of these already, there might be a few useful gold nuggets here.

Feel free to share any new tips too.

1) Don't let the demands of others burn up your time. If someone asks for a meeting, offer them5 minutes (& keep to it), or a formal 30 minute meeting next week or booked in the diary.

2) Make sure all meetings result in actions to stem from decisions. Use a flip chart to record action points, who and when the target to complete is

3) Start & finish meetings on time. If the chair is late, start it on time and chair it yourself. Always ensure minutes are taken

4) Arrive at meetings 20 minutes early to sort out any issues. E.G. to curtail the current meeting on time or get the equipment connected & working.

5) Learn to delegate often and let people know how much freedom they will have in achieving the outcome, by a stated target date.

6) When delegating, keep control of the task, rather than leaving staff to sink or swim. Make sure when finished, they get a personal "ThankYou".

7) When working from home, keep a set routine to separate home & work. Start & finish at the same times, have lunch at a regular time, so colleagues know when you can be contacted or probably not.

8) When working from home, make a 'Do not disturb' sign to display when busy. Differentiate when working by closing your working room door (, or leaving it open when you are not).

9) When working from home, unless you expect work visitors, don't have a visitors chair, it will attract distractions from family etc

10) For amending documents, learn how to use Microsoft Word's mark-up feature properly, use it and read again in detail one more time afterwards.

11) Decide when to cherry pick from a document, skim read or plough through the whole document. Sometimes, diagrams & graphs will summarise the general meaning.

12) Relax with email, checking it possibly just twice daily, e.g. First thing in the morning and at lunchtime. Keep it closed otherwise, to reduce distractions.

13) Use your email program's address book. So many people I know rely on email address autofill, which can make it easy to send email to the wrong targets. Also, the address book will hold contact and address details, making CTI possible.

14) Set up and use email filters properly to segregate and auto-file common types of messages. For example I do this where subscribing to e-procurement websites. Opportunities can be reviewed together, rather than mixed up with all the other more important emails.

15) Always carry a good sized USB stick (32GB or larger) on your bunch of car keys, always available to move larger documents, images and files around.

16) Say 'No' more often. Particularly if saying 'Yes' is leading to work overload, poor productivity, you letting people down or working late too often. It's OK to say No, but tell people why and suggest an alternative work reason.

17) If you are easily distracted on to other tasks, as they pop into your head, record them in a personal notebook, or an app accessible from mobile tablets, phones & laptops, like Evernote. These can be returned to at a more convenient time.

18) Disconnect instant messaging. Don't instantly give others your attention unless it's crucial

19) Avoid wasting time on the internet. Block out other distractions like Facebook and other forms of social media unless you use these tools to generate business.

20) Finish your working day at a fixed time. Do not let work creep to fill your evening. Consider  two finishing times. One tuned for an ideal day, then one latest time that you won’t work past.

Related Post: Are you controlling the paper in your organisation?

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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.


David Bowie - Where have all the good times gone.
(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: 360,1stTouch,4Js. , 07854655009 , ," """" ",,#UKHousing,#HousingDAY, #HomesForBritain, #Shout,1st Touch,3squared,Accuserv,Acutence,Aareon,Academy,ActiveH,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos,Asprey e-state pro,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,aspireview, BO,BPR,Browser Applications,Business Objects,Business Planning, Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox, Castle,CBL,Cedar Open Accounts,Cx,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT, Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component Accounting, Community Reward Services, Consilium, Consolidation, Consultancy,Consultant,Contact Manager,Context,CIH,Chartered Institute Of Housing,Cadcorp,Cerrus Saturn,convergeOne,CACI,CPL, CRS Director, Deeplake,Development Systems,Accuserve,Document Management,Documotive,datasystems , Microsoft dynamics GP 2013, DynamicAI, Dynamic AI, ECMK,EDRMS,England, English,EnterpriseBI,ERP Systems,ERP,Elmhurst,Estatecraft,EDM,ESRI,Exponential-e, Finance, Financial Systems, Financials, Factorwise,Facebook ,Fusion, Getting best from,gotonysmith, Grasp,Grip,GeoSolveIT,GIS,GGP, HouSys,Housing software,HG,Housemark survey,Housing Blueprint,Housemark, HRA, Housing Options, Housing Group,hotpixuk, HousingIT,hotpix,Hardware,Hitex,Housing Contact Company, Impact Response,implementations,In House,In4,InMotion, InMotion2014, InMotion2015, InMotion2016 , Exhibition, conference, Infoflow,Information Technology,Informix,inHouse,in-house workforce, Innovation,Inside Housing,Internet Portal,Internetalia, Invu,Ireland,Irish,Inphase , IT Budget,IT Training,iWorld, Innovation Group Apex,ITIL, In4Systems Promaster,IT,Insight, Keylogic,Keystone,Kirona,Kypera,Keyfax, Ledgers,Linkedin,Locality,Liquid Voice, MD ,Mr Void , MrVoid, Measuring Change,Mebus,Miracle,MISCS, mobile functionality,Monopoly board images and pictures, Montal,MS Dynamics,MS Dynamics CRM2011,Miracle Software,Management Reporting,MI,M3,MIS,MIS-AMS,Mobysoft, Northgate Codeman,Neighbourhoods and Communities, Northgate,Notice,NROSH,NINTEX , NINTEX workflow,Nintexworkflow, OA,OGC Buying Solutions,Ohms,OJEU Limits,OmFax,Omniledger,Open source software,open tender,OpenHousing,Opti-Time,Oracle,Orchard,Outsource and outsourcing,OpenContractor,ORS,OneServe, PIMMS Data Systems, Paloma,performance management systems,PfH, Pick,PIMMS,pimms4communities, Planned maintenance,People Value,Plus, Peoplevalue, PM,Progress,Promaster,Proval,Pyramid,PRINCE2,prince,Pamwin,PlanForm, Propoints, Pro-Points QL,QLX,Quiss,Qlikview, Registered Providers,Registered Social Landlord,Rent Increase Freezes,Repairfinder,Reporting,Reports,ROCC , Rocket,RPs,RSL,Reality,ReAct,reidmark,RM865, Saffron,SAP,Scots, Scottish,Scenario, Scotland,SDM,sector,TonySmithHou,Server Virtualisation,servicing, Servitor,Sharepoint,Simdel,Simdell,Slash and Burn,Social Media,Software,SQL Open Housing,SQL Reporting Services,SQL reporting services,SQL Server,Star rating,Stores and Stock,Strategic Asset Management,Sunguard ,Surveys,Sx3,System alignment, TonySmithHousing, Systemwise,SM,Sequoa,Serros,SP,Scout,score,Swordfish,Serengeti,SOTI,southview,Sunguard,Service Charges,Spotlight Service, Spotlightservice, SunAccounts Template,Task,Terminal Services, tonys , tonysm , tonysmi , tonysmith, tonysmitht, gotonysmith, tableau Business Dashboards, tonysmithth, tonysmiththa, tonysmiththat, tonysmiththath, tonysmiththatho, tonysmiththathou, tonysmiththathous, tonysmiththathousi, tonysmiththathousin, tonysmiththathousing, tonysmiththathousingg, tonysmiththathousinguy, sharepoint, share point Three Star,Today,Total repairs,Tribal,Twitter,U2, tonysmith , tonysmiththat , thathousing , thathousingIT , thathousingITguy ,TED,Tagish Casework,TP Tracker,Telecetera,Tagra,Trace, Totalmobile, Total Mobile, UniClass Enterprise,Unidata,Universal Housing,Universalcredit, universal credit, universal credits,UC,Universe,Unrest, UK, United Kingdom ,Ukhousing,UK Housing, Van Stock,Voice and data,Vantage Sentinel,Version One,Visualmetrics,Voluntas, Wales,Welsh,Windows Server,Workflow and tasking,Wheatley, Xmbrace,XML ,XenApp,Xen App .