Colliers Case Study

Coordinate Property Management

600 properties. 15 property managers. One tool.

After spending five months migrating Excel files to a new system, Colliers-Wisconsin needed a simpler way of working. They now use Smartsheet. Meetings are shorter and clients are happier. Best of all: business keeps growing.

Colliers Case Study

4 Team Coordinators
15 Property Managers
600 Properties Managed

“Smartsheet has eliminated the painstaking process of managing details in Excel. Our operational efficiencies and increased customer confidence have ultimately won us more business!”

Hear from the Colliers-Wisconsin team

Setting up was simple and intuitive for Colliers-Wisconsin. Keeping all the details in Smartsheet created visibility from any device, anywhere. Automatic workflows shrunk meetings from 90 minutes down to 30.

Every Detail Is Critical

300 Site visits coordinated
1000 Contract documents maintained
2200 Work orders submitted
3000 Site photos managed

"We couldn't truly enjoy vacation. If a crisis emerged, colleagues didn't have historical information to deal with the client's property."

Store Information in the Cloud

Property Managers used different systems to store photos, work order requests and capture communication. So, historical details were buried in random Excel sheets, email, or worse – memory.

Find Important Details When It's Urgent

Taxes, loans and insurance for 600 unique properties were a lot of moving parts to track. When details were difficult to uncover, people panicked and emails were flying.

Prioritize Maintenance Issues

Emailing an on-site crew to get maintenance issues fixed was causing a lot of confusion. Colliers-Wisconsin needed a way to prioritize work orders and monitor progress in realtime.

Working Smarter with Colleagues and Clients

“We win business because clients are so impressed with the system we’ve put together through Smartsheet.”

Simplicity in the Cloud

Project Collaboration in Smartsheet

Simplicity in the Cloud

  • Attach property photos and contracts from Dropbox
  • Share all property data or a single row
  • Responses from maintenance go right to sheets
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Easy Data Collection

Project Collaboration in Smartsheet

Easy Data Collection

  • Create customized alerts for new maintenance requests
  • Log maintenance requests with web forms
  • Access from mobile, tables and desktop
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Custom Rules for Prioritization

Project Collaboration in Smartsheet

Custom Rules for Prioritization

  • Send personalized update notifications
  • Pre-schedule email reminders to maintenance crews
  • Sync site visit tasks onto Google calendar
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4 Team Coordinators
15 Property Managers
600 Properties Managed

How Colliers-Wisconsin Uses Smartsheet

Site Visit Reminders
100 Alerts recieved by Property Managers per month
Site Inspection
20,807 Updates by Property Managers while on-site
Records and Documentation
3,000 Site photos
1,000 Contacts and documents
226 Discussion threads about orders
Team Collaboration
1,733 Discussion threads
2,200 Workorders submitted
32 Update requests sent

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