Here is the transcript of the video:
Hello and welcome to the J'Affiche Complet , the channel that helps rental companies and seasonal rental managers become serene and ultra-profitable entrepreneurs. Today, I would like to present a video to talk to you about the centralization of tools .
I was often able to talk with vacation rental managers who told me about their various tools: they have a lot of items in the mailbox, quite a few items in an Excel file, and others in different software. Finally, we devote a lot of energy to gathering data, to cross-referencing data between different sources. We say to ourselves: “Oh wow, I received an email, I’ll have to remember to write that down in my Excel table. » Or: “I spoke with the client on the phone, I noted that in my Excel table, but afterwards, I will have to reflect that in my other Excel file. »
All these tasks consume a lot of time and it is a real waste of time on a daily basis. What I would like to present to you is a way to centralize everything in a single agenda . For this, today, I present to you the Monday . I don't have any shares in Monday, I'm just presenting this tool to you because it's the one we use, the one that I personally master quite well. There are others on the market, but it is very virtuous to make the effort to centralize your data to become much more efficient.
Come on, let's get started. I'm sharing my screen with you. This is the Monday . It's a proposition of course, I'll show you how quick and easy it can be. We are going to build some tables live together to centralize all the information. I started with a customer , I will then show you how to create others.
For the customer , you see, it's really friendly in terms of interface, quite pleasant and simple. We can have a system of groups and different lines. Monday offers something by default. I'm going to do some cleaning and make some suggestions. We already assume that we will enter the list of our customers here. For example, if we have a concierge service with different owners: owner number 1. You can add your phone number, email, etc. We can archive the contract, for example, say: “There you go, this person, this client, I initiated things with him, I need to file the contract. »
You can simply, in “file”, do it from the computer, the webcam, a document. All sources are possible, even external sources. We will be able to submit the contract, everything is centralized: the client's information, their contract, everything is there. It's much clearer and more fluid.
Another point: we can also have a memo . For example, a checkbox to say: “Do I have all the information for this client? » When I check the box, it means it's ok. We could even imagine a group saying that this is when the contract is signed. We will quickly automate and tell him: “When I checked the box, the line will go to 'signed contract'. » Automatically, the line goes to the 'signed contract' group. We can make as many groups as necessary.
Now I will continue this demonstration. We will create another table, this time for assets. You can have private or shared tables, there are a lot of features. I'm going to clean up the proposed demonstration a little and do things differently. We need to look at the assets, their parameters. I'll give you some suggestions, it's very quick. Let's take an example: villa by the sea . We need to have the location, the address. For example, 6 Avenue in New York. We could see all our possessions spread out on the map of France or the world. We can also have a ranking system, for example, 3 stars out of 5 for quality, or a memo on Airbnb or Booking ratings.
We can add people, relevant when there are several of us on Monday. For example, say that this property is managed by Claire. We can add notes, for example, the notes of the visit, generate a document for each visit: “Inventory, ok, autonomous arrival. » You can create a template to avoid having to copy everything over each time. For example, a visit frame each time checking arrival, inventory, etc. When you create a new property, the visit file goes back to the planned frame, a real time saver.
You can also add links , for example, the link to an Airbnb ad. We can also add figures, such as the price of cleaning, for example €35. You can also add forms, which can be interesting when someone from outside comes to fill in information. You can fill out a form during an appointment and automatically create the row in the table.
The advantage of Monday compared to Excel is the possibility of connecting tables together . For example, we connect the property table with that of customers: the seaside villa belongs to owner number 1. We can click to retrieve his telephone number. You can even add a mirror column to easily have the phone number. We can go further, for example, for managers, the person who works in the household, the technical team.
You can create another table, delete what is proposed by default, and create something personal. For example, keep the period, say that Claire is a manager. We can modify the labels, for example, say that it is in progress, still working, or unavailable. We know that this person will not be able to intervene. We can once again link another table, for example, that of managers, for a two-way relationship. In the management section, we see the assets on which Claire is involved.
These are just a few examples of what is possible. Centralizing data saves time in data entry, avoids double entry, and saves time in management. This offers a global vision with additional elements such as forms, maps, and addresses, which we cannot necessarily have in traditional files like Excel.
For example, for managers , we can create a specific table and link it to other tables. We can keep the period, say that Claire is a manager, modify the labels to indicate if the work is in progress or if the person is unavailable. By linking the managers table to the assets table, we can see that Claire manages several assets and directly access the necessary information.
The advantage of Monday lies in its ability to connect tables together, thus facilitating rapid access to essential information. For example, we can link the property with that of customers to quickly retrieve the owner's telephone number or link manager information to know who is working on which property.
Thus, the centralization of data in a tool like Monday offers significant time savings and improves the efficiency of daily management, avoiding errors and loss of time linked to double entry and the dispersion of information.
Monday also offers additional features such as Forms , allowing outsiders to fill out information directly into the system, and Links , to quickly access Airbnb listings or other relevant resources. Numbers can be added to track costs like household costs, and templates can be created to standardize property management processes.
Finally, the map allows you to geographically visualize all assets, which can be particularly useful for management spread across several locations. Monday's user-friendly and customizable interface makes the user experience pleasant and intuitive, making it easier for the entire team to adopt the tool.
In summary, using a tool like Monday to centralize data and automate management processes not only saves time, but also improves the efficiency and clarity of vacation rental management, giving managers the opportunity to focus on higher value-added tasks.