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In multifamily renovation projects, communication, tracking, and coordination among stakeholders posed significant challenges, leading to delays, inefficiencies, and higher costs:

Poor Communication Among Stakeholders: Property owners, contractors, and management companies struggled with clear and consistent communication, causing misunderstandings, missed updates, and project delays.

Inefficient Project Tracking: The absence of a centralized system made it difficult to track the progress of various tasks, monitor timelines, and identify bottlenecks, often leading to confusion.

Lack of Centralized Information: Critical data like budgets, timelines, and task assignments were scattered across different platforms, hindering decision-making and project coordination.

Increased Costs: Disjointed project management methods led to increased operational costs due to delays, errors, and duplicated efforts.

Reduced Tenant Satisfaction: Delays and miscommunication affected tenant satisfaction, as renovation projects often ran over schedule, disrupting tenants for longer than necessary.

Success Story

A Unified Solution

for Multifamily Renovations

HBS Solutions, a growing energy audit company, faced multiple operational challenges due to manual and inconsistent processes. From inefficient scheduling to complex, error-prone calculations, these issues hampered productivity, increased costs, and affected audit accuracy. Technokeens partnered with HBS Solutions to develop a custom software solution that automated and streamlined the entire audit workflow, improving efficiency, reliability, and customer satisfaction.

The Challenge

In multifamily renovation projects, communication, tracking, and coordination among stakeholders posed significant challenges, leading to delays, inefficiencies, and higher costs:

Poor Communication Among Stakeholders: Property owners, contractors, and management companies struggled with clear and consistent communication, causing misunderstandings, missed updates, and project delays.

Inefficient Project Tracking: The absence of a centralized system made it difficult to track the progress of various tasks, monitor timelines, and identify bottlenecks, often leading to confusion.

Lack of Centralized Information: Critical data like budgets, timelines, and task assignments were scattered across different platforms, hindering decision-making and project coordination.

Increased Costs: Disjointed project management methods led to increased operational costs due to delays, errors, and duplicated efforts.

Reduced Tenant Satisfaction: Delays and miscommunication affected tenant satisfaction, as renovation projects often ran over schedule, disrupting tenants for longer than necessary.

Solution

We implemented a unified project management system to streamline communication, enhance task management, and improve overall efficiency:

Automated Smart Scheduling: The system intelligently manages project timelines, ensuring tasks are completed on time and reducing delays by eliminating manual scheduling.

Automated Communications: Automated notifications and reminders were set up to keep all stakeholders—property owners, contractors, and management—updated on project statuses, deadlines, and changes, improving communication and minimizing manual follow-ups.

Automated Task Assignments: Tasks are automatically assigned to the appropriate team members based on their roles and availability, ensuring efficient work distribution and preventing missed assignments.

Pre-Built/Cloning Templates: Pre-built templates for common renovation tasks were integrated into the system, allowing for quick setup and ensuring consistency across projects, saving time and reducing repetitive work.

Project Duplication: The ability to duplicate projects allowed for easy replication of successful project setups, streamlining planning and standardizing processes across multiple renovations.

Task Planner: The built-in task planner allowed users to map out project phases, assign tasks, and set deadlines, providing a visual overview of project progress and helping teams prioritize critical tasks.

Impact

Enhanced Communication: Automated updates and notifications improved communication between stakeholders, reducing misunderstandings and ensuring smooth project progress.

Improved Efficiency: The system streamlined task assignment, scheduling, and project duplication, significantly reducing delays and manual effort.

Cost Reduction: By eliminating errors and inefficiencies, the system helped reduce operational costs and improved budget management.

Better Tenant Satisfaction: Timely project completions and clear communication minimized disruptions for tenants, leading to improved satisfaction.

Standardized Processes: The use of pre-built templates and project duplication standardized procedures, making future projects more efficient and consistent.

Related Success Stories

Challenges

  1. Inefficient Scheduling of Audits
    The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience.
  2. Inconsistent Calculation Templates
    Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors.
  3. Complex, Error-Prone Calculations
    Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results.
  4. High Operational Costs
    Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency.
  5. Manual Utility Coordination
    Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens.
  6. Data Management Challenges
    With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.

Solution

Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.

  • Custom Software Development on AWS
    A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion.
  • Role-Based Secure Logins
    The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity.
  • Centralized Data Management
    All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks.
  • Automated ECM Calculations
    Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs.
  • Standardized Templates
    Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits.
  • Automated Report Generation and Utility Submission
    Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time.
  • Mobile Application for Field Engineers
    Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.

#1 Assemble the right team

We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.

#2 Sprint planning

Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.

#3 Tech architecture

We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently

#4 Standups & weekly demos

Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.

#5 Code reviews

Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells

#6 Iterative delivery

We divide the implementation process into several checkpoints rather than a single deadline.

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