Streamlining operations through process automation at Befeler Group
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Befeler Group needed process standardization across its organization. After six months of searching for a solution, the company kept coming back to Nutrient Workflow. Key features included no-code design, PDF generation, database integration, multilingual support, and email-triggered process launches. Six use cases have been automated to date.
About Befeler Group
Befeler Group is a privately held real estate investment firm based in Miami, Florida. The company focuses on acquiring and managing multi-family homes, hotels, and office properties throughout Florida, specializing in purchasing and enhancing well-located assets in urban cores with significant upside potential.
Vice President Mark Rosencwaig leads the organization’s day-to-day operations, finances, strategy, and technology systems. He’s responsible for implementing business policies and procedures and setting operational standards. Rosencwaig also leads the Acquisition and Asset Management division, overseeing asset performance, acquisitions, and dispositions.
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The challenge
Befeler Group needed a system to automate complicated business processes and improve communication between team members. The organization’s biggest challenge was a lack of adherence to standards and procedures, which could have severe consequences in its line of business due to regulatory requirements and the economic cost of errors. “We needed a way to standardize our processes so our employees really have no choice but to follow the process,” Rosencwaig said.
Prior to Nutrient Workflow, all internal communications, processes, procedures, and approvals were done via email. A significant portion of the employee base struggled with providing the correct information or left out important facts. This meant the team was constantly asking employees to rewrite emails for clarification or reaching out via phone calls.
The entire “process” left everyone frustrated and made work extremely inefficient.
Why Nutrient Workflow?
After extensive research into numerous platforms, Nutrient Workflow became the obvious choice due to its extensive customization abilities. “We focus heavily on policies and procedures,” Rosencwaig said, “and some of these procedures are highly custom and complex in nature.”
Rosencwaig found several reasons to move forward with Nutrient Workflow:
- Minimal code knowledge required
- Ability to document and auto-email PDFs
- Database integration
- Ability to translate every field to a different language
- Email monitors to automatically launch processes based on email content
“If you can think it, you can automate it!”
Implementation
The team’s process and form design skills have significantly improved following Nutrient Workflow training sessions. Rosencwaig now feels the team has overcome any learning curve for the platform’s more advanced features and customizations. Form and process design have become much more straightforward, and the team is able to tap into Nutrient Workflow’s deep set of customization tools.
So far, Rosencwaig’s team has been able to optimize its processes with little to no issues. Nutrient Workflow’s ability to translate form fields into different languages was a huge plus for the multilingual staff.
Outside the corporate office, all of Befeler Group’s field employees have extremely limited English language skills. Written communication skills varied widely, and parsing key details in communications could be very difficult. With Nutrient Workflow, every form and process the company has in operation has been translated, and translations are revised every quarter to ensure quality.
What it’s built
Rosencwaig and his analyst have built numerous operational processes that have standardized internal communications, approval processes, and financial controls. As a property management company, the automated processes have greatly improved the organization’s operational efficiency. These processes include:
- Tenant verification
- Move-in approval process
- Purchase order approval process
- Vehicle/parking management and registration process
- Tenant notice requests
- Rent comparables tracking and analysis
The team is currently working on a utility expense tracking process to control utility expenses at a granular level and address cost spikes when they occur.
Results
A small administrative team achieved transformative results while managing its regular responsibilities.
“We have achieved significant operational efficiencies that would not have been possible without Nutrient Workflow.”
Rosencwaig has seen significant improvement in:
- Process completion efficiency, especially for approval processes
- Reduced miscommunication from the field
- Visibility of task statuses and progress
What’s next?
Based on its experience with Nutrient Workflow so far, Befeler Group plans to roll out additional automated processes across the company:
- Utility expense control, overage tracking, and resolutions
- Vendor management and onboarding
- Employee performance evaluations
- Robust AP approval process
With a proven system in place, the company is positioned to scale its operations without sacrificing the consistency and control it set out to achieve.
