Case study·Build-to-rent

Daily operating brief

From a three-day weekly pack — to a five-hour reviewed operating brief

68%
Weekly pack time reductionFrom 3 working days to 5 hours
“The Monday pack used to start on Friday. Now it's an operating conversation, with the evidence linked to every line.”
Director of Operations · BTR multifamily operator
UK BTR / multifamily operator·1,800 units across 4 pilot assets·6-week pilot·United Kingdom
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01Pilot envelope
Pilot length6 weeks
First signal5 days
First ROI30 days
Team alongside7 seats · 3 colleagues

Co-ordinator mapped property, unit, lead, resident, work-order and KPI entities, ran read-only for ten days, then graduated to an approval-gated action list owned by regional managers.

02What it owns
Reports toDirector of Operations, dotted line to Head of Asset Management on owner reporting.
Owns
  • Daily operating brief — circulated to regional managers by 8am with three live exceptions
  • Weekly review pack — owner-ready narrative with source-linked variance commentary
  • Exception triage — overdue leasing follow-ups, pricing divergence and compliance flags
  • Action queue — every flagged item carries a named owner and an SLA
Does not do
  • Pricing decisions — escalate to the revenue lead
  • Owner-facing email — drafts only, never sends without approval
  • Compliance sign-off — surfaces evidence; risk owner closes
Done looks like

Regional managers walk into Monday with a brief, not a backlog. Owner reporting closes by Friday with no rework.

03The team
AI teammates3
AmeliaReads OneSite, YieldStar and Vantify daily, drafts the operating brief and flags exceptions before 8am.
JonasPulls the live leasing funnel, prioritises high-intent leads and pre-drafts follow-ups for site teams.
PhoebeMaintains the owner-ready narrative, links every claim to source, and pre-fills the Monday review pack.
Human team7
  • Chief Operating OfficerLeadership
  • 3 Regional managersOperations
  • 6 Site leadsOperations
  • 4 Leasing associatesLeasing
  • 2 Finance analystsFinance
  • 2 BI analystsReporting
  • Head of Asset ManagementAsset
04Connected stack
OneSiteHubSpotYieldStarVantifySafeContractorSharePointPower BIExcelOutlookMicrosoft Teams
05What it returned
68%Weekly pack time reductionFrom 3 working days to 5 hours
8 hrs/wkSaved per regional managerReallocated to on-site work and reviews
14SLA breaches surfaced before owner reportingUp from 3 typically caught manually
  • Day 0
    Co-ordinator sessionStakeholders, goals, app inventory and first three answerable questions agreed in one call.
  • Day 5
    First reviewed briefOneSite + HubSpot + YieldStar joined; Amelia drafts the first read-only operating brief for the COO.
  • Day 10
    Read-only goes liveBrief lands in the operations Teams channel daily; regional managers correct three field-level mappings.
  • Day 18
    Approval-gated actionsLeasing exception queue activated; Jonas pre-drafts follow-ups for site teams to send.
  • Day 24
    Owner reporting flowPhoebe pre-fills the weekly pack; finance approves source-linked variance notes.
  • Day 30
    ROI reviewSponsor signs off on three baseline metrics and approves expansion to a fifth pilot asset.
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