Review the current handoff.
Identify missing information, repeated copying and updates staff cannot easily find. Separate the ordinary request process from the business's urgent-response route.
Project process
Follow one request from the first message to the staff response.
Use an anonymized example to understand which property, person and next action the workflow needs.
Check existing platforms.
Review supported management, document and messaging options, account owners and vendor limits before choosing custom development.
Agree on the first result.
Define the task, information access and staff checks. Plan the release around operations and preserve a recovery option for the affected system.
Try changed and incomplete requests.
Use fictional properties and users to test missing details, reassignment and document visibility. Keep simulated messages away from residents, owners and vendors.
Hand over the working process.
Document who maintains public information, checks incomplete requests and updates approved instructions. Ongoing support is agreed separately.