Student Housing

“I Intend To”

Bureaucracy is a bitch.

What few people realize is that as an upper level exec, in a lot of too many organizations, there’s virtually no natural incentive to approve… well, anything. If you don’t approve requests or initiatives, what can go wrong? You don’t get some (rare) praise for accomplishing something – big deal. But if you approve something and it goes wrong??

As a young Community Manager, if I had a broken hot tub that needed a $1.6k repair and it was over my $500 spending limit, I’d need express written approval.  No biggie, right? I’ll just email my boss and get an answer.

After multiple follow ups, weeks later, there’s no answer beyond the yawning chasm of silence. Why wouldn’t they just tell me ‘no’ if that’s what they wanted? Because not answering the question meant they were the safest they could be.

See, there’s risk in saying yes to things. What if someone comes along later and says you screwed up by approving that thing which could have been done cheaper, better, differently, etc…? What if I get yelled at? What if… something something bad feeling?

I wasn’t alone. A LOT of my cohorts’ bosses did the same thing. Ignore, brush off, delay, deflect, slow roll, forget – anything to not have to take a stand on something that should be easy because the fear was always at their neck that they’d get ripped for it. They wanted express permission from the owner before they’d be ok saying yes. What point was there for their existence then? We could just get the permission from the owner if that’s all it was.

When the issue finally reached crisis level, the owner had the foresight to implement the system that Simon mentions at the 33 minute mark in this video: “I Intend To.”

The way it worked was, if we needed to do something and couldn’t get an answer, we’d fire off an email with “IIT:” in the subject line. If we weren’t told NO within 48 hours, we were free to do it. It changed the onus from getting approval to bosses having to say NO if they felt something shouldn’t be done.

As you can imagine, things improved immediately. Bosses who didn’t have good reasons to say no, besides their personal fear, could tacitly approve something without lifting a finger. Oh happy day!

And don’t get me wrong – I don’t mean to say there shouldn’t be checks and balances and proper vetting of capital requests. By all means, I’d include how many bids I’d received, what the nature of the issue was, what the repair proposed was, why that was a rational way to proceed and what the timeline would be. I’d proactively try to answer every question I could get to make sure it was in line with our company’s values and goals.

Bottom line or TL;DR: There’s all kinds of benefit in empowering your people as opposed to teaching them to subsist on compliance. Your people aren’t the problem, your environment, your culture are the problem.

Eliminate bureaucracy, breed commitment by increasing your team’s involvement.

 

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Show Up. Or, Why Omelets Don’t Matter.

Note: this is a classic post from July 2012, hope you enjoy.

We’re all presented with a thousand decisions in a day – even the ones we don’t make are technically decisions – and I observed a few today and I thought I would share as I feel they are:

1. Completely random – so a good example of our lives.

2. Indicative of a theme I’d like to touch on – but let’s not spoil the fun just yet.

First, we have a Bistro at work which serves between 4 and 12 thousand meals a week. No biggie there, we’re getting quite good at it. One of our front line people is the best – totally awesome. She makes remarkable omelets with the deft precision of a Samurai, that happens to hold a personal grudge against unborn chickens.

Mmmmmm Omelet

 

 

 

 

On this particular morning we’re hosting a large sports camp which features 120 kids and assorted coaches. Towards the end of breakfast this omelet samurai asks me if she can make one of her famous omelets for the Head Coach (it’s his camp) as she wasn’t sure if he paid or not. This concern was voiced directly in front of said Coach whose business we’re eager to retain – omelets are never extra with breakfast.

Second: I’m told that we reportedly rebuffed a new Resident who relayed that their AC was not in working order on Saturday. As it didn’t constitute an “extreme emergency” we told them to wait for Monday. For those not familiar with Florida in late July, allow me to put down rumors about the unending cold front we experience during this time of year. In fact, we have Emergency Maintenance defined as “No AC when the temp outside is over 85 degrees.” I believe it was 99 on this particular day, though it could have been 93.

Third: A Senior Associate informs me that a parent is on the phone and wishes to renew their kid’s lease under an old offer letter we sent out weeks ago. The current offer is a much better deal for the Resident/Parent and we always offer unsigned leases the current deal.

It's that easy

So, what do all these have in common? This question haunted my entire day.

 

 

At my old place of work, we had these portraits of all the employees on the wall and each had a quote that supposedly the person lived by. The majority said some fluff like “Seize the day” though one stood out to me for its simplicity and eloquence. It read simply “SHOW UP.”

I thought “Is this good?” and let it marinate. Then, after a half hour, I grilled it up with some delicious business acumen and served it with a glass of “OH YEAH.” The words were from a new friend named Dan O’Connor and I couldn’t help but roll around in their brilliance. SHOW UP! How deep did those words go?

The decisions I cited all shared a lack of “showing up” – not in the physical sense, but in the other, deeper sense. Of being mentally “there” where things really happen. I’ve come to appreciate that the big difference between getting it done and saying we gave it our best, is the belief that by simply standing our post, that we’ve managed to “show up.”

Not by a long shot.

It’s not stupidity or ignorance of lack of experience – these three individuals are all some of our best. Seriously, I tout their drive and desire constantly. This was a case of not being there mentally, in a moment, and that’s all there is.

Make the omelet! Paid or not, who cares!? I’ve never beaten or punished someone for giving away three eggs and some veggies! Take a chance! On the guy you KNOW is the “The GUY” we’re trying to impress. Don’t call him a cheapskate in front of his face!

What, exactly is “an extreme emergency” pray tell? As opposed to a regular emergency? Which we don’t care about? If Weather.com tells you it’s 83.5 degrees outside and they’re not happy, call it in!

They want to renew and you want to pick a fight? Over someone giving you their hard-earned money? TAKE IT! By any means! Make it EASY for them! Fall all over yourself to accommodate them and make them happy! That’s what we do!

I felt failure today. Failure in transmitting the message. I often state that “It’s the spirit of the law that matters, not the letter” though I recognize not everyone hears this message. That is my fault and it’s my charge to make sure it’s known, and known well. Not with bigger bull horns, but with a better plan – not more regulation, but with more discussion. Conversations build empires and right now? I have a fiefdom.

“The single biggest misconception about communication is the belief that it has occurred.”

You deserve to be recruited

 

You’re talented, you’re just not industry-famous. Yet.

You’re probably not even looking for your next opportunity. But wouldn’t it be nice if your next opportunity was looking for you?

That’s why we exist.

We’re student housing veterans, curating talented candidates for industry leaders. By pre-qualifying candidates and presenting only those we feel would be a great fit for the culture and location of the job at hand, we save time and effort for employers seeking to find their next rock star.

We’re confidential, free to talented candidates, and focused solely on the student housing industry.

Hiring Managers: You have incredible turnover, and the process of finding talent is tedious, and often unfruitful. We seek to help you quickly identify talent where you are, that’s pre-qualified, and a great fit for the culture you’re trying to build.

tphiring

We know all of this because we have around 40 plus years of experience at all levels of the industry. Creating a space for top talent to congregate just sounded like an amazing opportunity, so that’s what we did. We’re continuously refining our searchable criteria, and working on ways to best help your new career move find you.

Not a rock star yet? Are you a Leasing Agent, or CA, and thinking you want to make student housing a career?  We want you too! Among the toughest gigs to fill are Leasing Manager and Marketing Manager positions. We’ll be looking at you if you’re interested in making that step up.

Because privacy is essential, we let you make the decisions. Don’t want to put it on blast that you’re open to a promotion to the next level? Great. Sign up with us and let us know to contact you first to gauge your interest. It’s that simple. Or, if you’re wide open to having us share you with the world, we’ll do so when we find a job that sounds perfect for you. The point is, we’ll only share what you want us to.

It’s a new age, with new rules. You deserve to be recruited.

Let us know about you in as little as sixty seconds and we’ll be in touch for more info. Know someone in student housing? Send this to them to share the love. TalentPath.com

 

Apartment Video Maintenance Tips, Made Easy

I hate when things break around the house. Having bought my first one three years ago, I’ve often found myself in the position of trying to figure out how to repair various issues on the fly. With YouTube as the Time Life books of our generation, there haven’t been many things I’ve needed to call someone for.

A light bulb came on: quick access, to short videos about common maintenance issues, would be wildly helpful to our Residents. Housing college students means that necessarily a good number of them have never; done their own laundry, run a dishwasher, or unclogged a toilet. A website that explains how to do it themselves is a non-starter. Ditto for a manual or handbook. For Millennials, video is king. Even better, every one of them come with a mobile video player permanently affixed to their hand. How do you leverage that?

We worked on a series of videos with important questions in mind: What’s the vital information we’d want someone to know in a moment when they need it most? What are the types of calls we get all the time that take seconds to fix? Resetting a breaker, a GFI, unclogging a toilet, resetting a garbage disposal – all the easy stuff that a Resident could do themselves in seconds, if they only knew how.

Important to the project was making sure we didn’t make each video too long, or make it complicated in any way. A three minute run-time would kill our click-through rate. Most of our videos are 20 seconds or less and specialized to whatever you’re looking for in the moment.

Knight Circle's new magnetic QR code/short URL sheet for fast video maintenance tips.

Knight Circle’s new magnetic QR code/short URL sheet for fast video maintenance tips.

You can either scan the QR code with your phone or type in the short URL for each area of the apartment, and then you’ll get a playlist of videos to choose from on our YouTube page. At first, we toyed with the idea of stickers on each appliance or area of the home with a quick link to a video specific to that item, but this quickly proved unwieldy. We settled on a 6″x9″ magnet that could be placed on the fridge in each unit – an area where it’s likely to survive and be ever-present in our Residents lives, but not intrusive.

Starting this August, we’ll be placing them on each Fridge as we complete our final inspection walks prior to move-in and dropping some info to look out for them with our new move-in email.

Our mission states that we seek to simplify the complicated and we think this is a huge step in that direction. By allowing our Residents to quickly learn easy lessons about apartment maintenance, and by relieving the work load for our Technicians and CAs, we can free up time better suited to proactive items that really deliver value.

All your room are belong to us

Another year and another order of “Renew your lease now” banners and bandit signs. Ah, student housing – you have few predictable moments, but this is certainly one of them. Last year we wanted to mix it up and do something that would catch an eye because face it, no one is reading your plain text “Renew and save!” signs. They’re not, so stop lying to yourself.

So, we came up with these. I really enjoy them and was proud of the fact they had no contact info on them -they weren’t supposed to. You know where you live and you know where to go if you want to renew. The signs beg you to read them all as you’re not exactly sure what’s going on. Plus, everyone loves memes – that’s why they’re memes.

Aaannndd

This one still sits in my office.

This one still sits in my office.

IMG_2824 IMG_2826 IMG_2821 IMG_2823

I love it. Still cracks me up a little every time.

I love it. Still cracks me up a little every time.

Deadlines are deadlines! Yeah....

Deadlines are deadlines! Yeah….

You know that feeling.

You know that feeling.

To write a better Mission Statement, have a better mission.

Planning is invaluable, but plans are useless.

Planning is invaluable, but plans are useless.

For the last year we’ve been discussing our Mission and who we want to be as a team. What’s the imprint of our collective souls and what words do we want to live by, faithfully? It’s not an easy question and it’s taken us the better part of a year, with regular meetings, to arrive at this:

In everything we do we seek to simplify the complicated. Because nothing is faster, we trust our teammates and clients freely and implicitly, and we treat them that way. Doing so builds a safe environment where communication is free-flowing, open, and honest.

Through this environment we continually work to innovate our operational systems to ensure the best possible user experience (UX), from first tour through graduation. Knights Circle creates an exceptional Student Housing experience by focusing on people, and a ceaseless desire to make their lives easier.

A few thoughts relating to our mission statement and how we went into the process of creating it:

It’s focused: We wanted something that wasn’t too long or too all encompassing – if you have five priorities, you have no priorities. We wanted to focus on systems because we all could and everyone had skin in that game. From the bottom up, our organization has an interest in making sure our systems work properly every time. Our clients’ satisfaction is directly wrapped up in our systems, as are our front line team members. If things work right, you’re generally happy with the service – both inside and outside the operation.

It’s not permanent:  I think too often people tend to assume that a mission statement needs to be god speaking for all time. Not so. It’s a living document, much closer to a constitution – this is how we’re assembled and for what purpose. If we no longer feel as though this speaks to our highest purpose, and there’s another revelation that we want to enshrine, then change it we will. The good news is we don’t need anything as unwieldy as a continental congress to do it.

It advises action: A mission statement that can’t help guide your choice in actions isn’t worth the time it takes to read it. If we’re going to say that we trust everyone implicitly, what’s that look like in action? Are there things we’re doing now that suggest we don’t trust people? For example, some managers have required doctor’s notes for absent employees who’ve called out for appointments. Requiring the note says fully “look, we don’t really believe you and we want to see proof – we don’t trust you and we have to protect ourselves from you.” That’s not at all the message we want to send, so we stop doing it. The same with our clients – if they want to switch rooms due to an unsolvable roommate dispute, requiring the jumping through of hoops for documentation in order to offer it, it says “We don’t believe you and we don’t trust you. You’re trying to get over on us and we’re not going to have it.” That was never the intention of course, but that’s the resulting feeling to the client.

 It’s honest: How many times have you looked at a company’s stated mission only to shake your head? The soaring platitudes are exhausting and immediately erode whatever trust you may have had. If an organization can’t be honest with themselves, how can they be honest (consistently, institutionally) with anyone else? We wanted to say something we all believed in and that we all wanted to live by. The best parts of US is our ability to work together and our shared desire to provide a great experience. We were honest with each other that while we’re pretty damn good at this thing, we’re not perfect and we’d like to get closer to that. Breaking it down we realized focusing our energies on perfecting our systems would have a ripple effect positively touching every other aspect of our business; Happier clients, happier Team, and more success.

Another great design by Danae McDermott

Another great design by Danae McDermott

We started with Why: A giant hat tip to Mr. Simon Sinek for his inspirational TED talk. If you’re not familiar, I can’t implore you enough to check out his work (Talks, books, consulting services, etc…) as he’s directly responsible for how we chose to approach this formulation. In short, Sinek advises that great organizations start with Why they do things, then How, then What. Most though do it the other way around and this gets it all wrong, eliminating any of the inspiration and identity that could be had between the client and the company. For an example, ours is as follows:

WHY: We hate needless complication. We like things to work seamlessly. We think we can simplify things better than anyone else because we understand WHY they ultimately should be that way.

HOW: Because we trust each other, and our clients, we’re able to be honest about our business and our shortcomings in our systems. We strive to fix our systems to eliminate institutional defects.

WHAT: An exceptional student housing experience. This starts with everything working the way it should. The exceptional part is that we’re also exceedingly nice and warm, happy people who love what they do and each other. Since we work in a system that values people and making things work, we’ve got lots of goodwill in our hearts to treat you like a rock star and to go out of our way for you. We’re not scared of you, or hiding from you – we want to delight you.

We think this should be a good overall statement for this coming year and I’m impressed with how the team has taken to it with enthusiasm. I’m confident that a year from now, we’ll be writing a different version that recognizes our shifting focus while retaining our core Why, and that’s how it should be. Involvement breeds commitment, and that’s one thing we have plenty of.

What’s your mission? How did you get there? Does it still serve you and your team?

Personality trumps Plain, Every Time

Our new in-house, Marketing-Strike-Force-of-Awesomeness have been laying siege to the plain vanilla world of the tired & trite student housing adverts of old. Ben & Jerry themselves have trembled under the audacious show of flavor perpetrated by these skilled ninja-confectioners-of-imagination.

Calling themselves the Triple Threat, these three complimentary legs of the tripod are the razor’s edge of our marketing outreach to our; 2500+ Residents, future clients, and the rest of the Orlando market.

So, seeing as how they go into the field plain-clothes style for the bulk of their media making, we decided they’d benefit from press passes – as that’s what they are in so many ways. Lanyards made sense since they could be easily slipped on, so I told them to go ahead and whip up something for themselves.

I wasn’t disappointed…

Fabreesh

Fabricio Torres makes some of the most amazingly shot and edited videos you’ve seen, and he does it with blazing speed. We can conceive, shoot, edit and upload timely content in a matter of a couple of days where before it would have taken weeks.

Chanty

Chantell Cruz took these photos and a ton of amazing shots for our Resident events and advertisements. She’s a true artist behind the lens and we couldn’t be more impressed with her ability to capture it all, from the sublime to the stolen moment.

Danaenae

Danae McDermott designed these passes and all of our graphics for flyers, ads, Resident announcements, and anything else we may put out. She’s insanely talented with Adobe Suites and can crank out a professional design in no time.

I was beyond blown away by the quality and the personal expression they put into these passes. They’re conversation starters for sure and show that we don’t take ourselves too seriously. The rest of the team liked them so much they’ve been spoiling for their own. Ultimately, I can’t say no.

Special thanks to our very own Gregory Eisenberg for finding such a remarkable team, bringing them together, and letting them do what they do best. I couldn’t be prouder or more excited to work with such a stellar cast.