SERVICES

Specialist practice administration and operational support for small surveying practices

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Efficient Practice Administration

I manage the back-office administration behind your surveying practice, freeing up your time for inspections, reports and fee-earning client work.

Client & Instruction Administration

Moving every instruction forward, from enquiry to completion

  • Enquiries followed up so fewer quotes go cold.
  • Property information (EPCs, Land Registry, planning, radon) gathered.
  • Clients kept informed and updated without interrupting your inspection day.
  • Payment checked before you arrive on site, so you’re never chasing invoices afterwards.
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Day-to-Day Practice Support

Keeping your practice running smoothly every day

  • Inbox managed so nothing important gets buried or missed.
  • Diary kept clash free and organised.
  • Tasks and deadlines tracked so nothing falls through the cracks.
  • Day-to-day admin handled freeing up your headspace, so you can focus on fee-earning work.
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Document & Report Support

Helping get reports and documents ready to issue

  • Reports formatted and proof-read before they are sent out.
  • A second pair of eyes to catch any errors before they are published.
  • Reports issued promptly, without extra admin sitting on your desk.
  • Files organised so nothing is ever lost of hard to find.
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Practice Management & Compliance

Practice manager support without the overhead.

  • Clear visibility of how your practice is performing.
  • Referral relationships and lead sources tracked, so you know what’s actually generating work.
  • Compliance and renewal dates tracked (PII, RICS returns, GDPR, ICO)
  • Systems and processes that don’t rely on you remembering how everything works.
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How I Can Support Your Practice

Client & Instruction Administration

Making sure instructions are properly set up, information is gathered and clients are kept informed, so you can get on with the actual survey work.

  • Enquiry & quotation administration
  • Manage new enquiries; prepare quotations; follow up outstanding quotes.
  • More enquiries are followed up and fewer potential instructions are lost through missed follow-up.
  • Instruction management
  • Set up new client files; schedule inspections; confirm appointments; send access instructions; check invoice payment before inspection
  • Every instruction is properly set up and ready for the surveyor, reducing last minute chasing and missed information.
  • Property information gathering
  • Gather floor plans, EPCs, Land Registry documents, planning documents, Radon/environmental reports and other property information
  • The information you need is gathered before you need it, reducing time spent chasing documents.
  • Client communication
  • Manage routine client communications; answer/follow up enquiries; support report follow-up communications
  • Clients receive timely, professional communication without the surveyor constantly interrupting fee-earning work.
  • Estate agent liaison
  • Gather estate agent information; obtain relevant property details; coordinate information
  • Less time spent chasing third parties and more complete information available for the instruction.

Day-to-Day Practice Support

Ensuring a more organised practice with administrative support for your inbox, diary, files and workflows, helping you stay organised, efficient and focused on your fee-earning work.

  • Inbox management
  • Monitor inbox, organise emails, flag priorities, handle routine administrative enquiries and follow up outstanding actions.
  • A manageable inbox where important enquiries and actions don’t get buried.
  • Diary & appointment management
  • Manage diary, schedule appointments, coordinate availability, add travel/appointment information, send confirmations.
  • A better organised diary with fewer clashes, interruptions and last minute scheduling headaches.
  • Workflow & task coordination
  • Track outstanding tasks, monitor deadlines, follow up actions, keep instructions moving through agreed workflows.
  • Fewer things fall through the cracks and work keeps moving without you remembering every step.
  • Day-to-day practice administration
  • Routine admin, correspondence, data entry, updating records, general administrative tasks.
  • Routine administration is dealt with consistently, freeing your to concentrate on fee–earning work.

Document & Report Support

Taking the administration around reports, documents and files off your desk, so you are not spending valuable fee-earning time on document administration.

  • Report preparation & formatting
  • Format reports, apply templates, check presentation, prepare reports for completion.
  • Reports are professionally presented and ready for the surveyor to review and issue.
  • Proof reading & document checking
  • Proof reading reports and documents, checking formatting, identifying obvious inconsistencies or errors.
  • A second pair of eyes helps produce professional, client ready documentation.
  • Report completion & issuing
  • Finalise administrative elements, prepare reports for issue.
  • Reports can be issued promptly without you spending additional time on the administrative process.
  • File organisation & archiving
  • Organise electronic files, archive reports, documents and photographs, maintain completed client files.
  • Files are easier to find, easier to manage and less likely to become a source of frustration.
  • Templates & document systems
  • Create/update templates, maintain standard documents, support report/document workflows.
  • Consistent templates save time and help maintain a professional client experience.

Practice Management & Compliance

You can have someone providing the organisational, administrative and operational support you’d associate with a practice manager, without employing one.

  • Practice performance & reporting
  • Track KPIs, review business reports, CRM reporting, lead source reporting.
  • Clearer visibility of how the practice is performing and where enquiries and work are coming from.
  • Referral & lead source insight
  • Maintain referral partner database, track last contact and relationship health, record where enquiries come from (estate agents, comparison site, etc).
  • You always know who’s referring work and what’s actually generating enquiries without you having to keep it in your head.
  • CRM health & data quality
  • Review CRM data, identify missing/inconsistent information, maintain data quality and support accurate records.
  • More reliable CRM information so reports and business decisions are based on useful data.
  • Practice efficiency reviews
  • Review administrative processes, identify bottlenecks and assess workflows and recommend improvements.
  • Identify where time is being wasted and practical opportunities to make the practice more efficient.
  • Systems & process management
  • Business systems administration, workflow/process improvement, SOP/process documentation.
  • More consistent ways of working and less reliance on you remembering how everything is done.
  • Professional & compliance administration
  • Compliance reminders, RICS Annual Returns administration where required. GDPR documentation, data retention schedule, ICO registration renewal, complaints procedure administration.
  • Important professional and regulatory administration is tracked and deadlines are less likely to be overlooked.
  • Insurance & key date tracking
  • PI and business insurance renewal dates, specialist equipment calibration and service dates.
  • Fewer important renewal and servicing dates to remember and less risk of something being missed.

Focus on fee-earning work, not admin

If you’re not quite sure what you need

Drop me a message and we can explore what support would suit you best.

Book a discovery call