T99 Morning exception board briefing
Morning exception board briefing
The briefing for the daily operating review: every overdue work order, vendor no-show and resident follow-up on the Calloway buildings, with one owner and one dated next step on each card by 10:00. Prepared by Luis Navarro, property manager at Moorcroft Property Management, for Sandra Ilves, director of property operations. Teodor Marinescu, maintenance coordinator, and Rashida Okonjo, leasing manager, own cards at Selwyn Court, Ashdown Lofts and Linwood Terrace.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
What was on the board
On Monday, September 28 the board held 12 exceptions across the 154 apartments and four shops of the three Calloway buildings: 5 overdue work orders, 4 vendor no-shows and 3 resident follow-ups. The overdue work orders are the Leaking kitchen tap, Bathroom extractor fan, Hallway light fitting, Window latch and Shop door closer. The vendor no-shows are Pest control visit missed, Intercom repair visit missed, Gutter clearing missed and Fire door inspection missed. The resident follow-ups are the Noise complaint follow-up, Parking permit question and Mold check follow-up.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
The morning board
The board groups every card by status. Assigned means the owner has a dated next step. Logged means the item is recorded but its first step, such as access from a resident, is not yet confirmed. The sample board shows 15 cards: the 12 Calloway exceptions above and 3 cards for other clients, two for parts on order and one for access not arranged. Fourteen cards sit in Assigned and one in Logged: Radiator valve access not arranged at Mercer Block, owned by Luis Navarro. The heating engineer is booked for Sep 29, but the resident has not confirmed access and two earlier calls went to voicemail.
Internal page
This page stays inside Moorcroft. The sample board holds records for several clients (Calloway Family Trust, Esposito Holdings and Ashworth Residential Partners), so do not send it to an owner. Share an owner's items only through a view filtered to that owner.
The owner-by-10:00 rule
Four of the 12 Calloway cards are high priority: Leaking kitchen tap, Intercom repair visit missed, Fire door inspection missed and Mold check follow-up. Each is owned by Luis Navarro or Teodor Marinescu, with Sandra Ilves as approver.
Vendor hold
Plumbing vendor on hold: insurance certificate lapsed
Two overdue Ashdown Lofts work orders were waiting on a plumbing vendor whose insurance certificate had lapsed: the Leaking kitchen tap in Apartment 2C (overdue since Sep 24) and the Bathroom extractor fan in Apartment 4A (overdue since Sep 25). Sandra Ilves paused the vendor, and Luis Navarro reassigned both jobs to Brookmere Plumbing the same morning, at 9:20 for the tap. Brookmere Plumbing visits the tap on Sep 29 and the fan on Sep 30. Consequence: no job goes back to the paused vendor until a current insurance certificate is on file with Sandra Ilves.
Exceptions by day
The morning count from Sep 22 to Sep 28 was 9, 11, 8, 10, 7, 13 and 12. Three of the seven mornings were above 10, and Sandra Ilves joins the 10:00 triage on those mornings. The chart marks the two Ashdown Lofts jobs that were reassigned after the vendor's insurance certificate lapsed.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.
How each card is triaged
flowchart TD
A[Card reaches the board] --> B{Safety, entry, water or a health concern?}
B -- Yes --> C[Escalate to Sandra Ilves and make safe today]
B -- No --> D{Which type?}
D -- Overdue work order --> E[Owner sets a new date and tells the resident]
D -- Vendor no-show --> F{Insurance certificate current?}
D -- Resident follow-up --> G[Owner calls or replies by the date on the card]
F -- Yes --> H[Owner rebooks the vendor]
F -- No --> I[Hold the vendor and reassign the job]
C --> J[Owner and next step named by 10:00]
E --> J
G --> J
H --> J
I --> J
Who holds what today
| Owner | Cards | Next dates |
|---|---|---|
| Luis Navarro, property manager | 6 | Brookmere Plumbing visits on Sep 29 (Apartment 2C tap) and Sep 30 (Apartment 4A fan). Pest control rebooked for Sep 30 at 8:00. Mold check result to the Apartment 1B resident by Sep 29. Gutter clearing rebooked before Oct 2. Apartment 6C radiator access confirmed today |
| Teodor Marinescu, maintenance coordinator | 7 | Hallway light fitting and Window latch fitted on Sep 29. Keyline Access visit to the Shop 1 door closer on Sep 30. New slot for the intercom today. Fire door inspection date this week. Door entry keypad due Oct 2. Elevator call button part quoted for Oct 6 |
| Rashida Okonjo, leasing manager | 2 | Noise complaint call to Apartment 3C by Sep 29. Parking permit answer by Sep 30 |
A problem is not handled when it is sitting in the inbox. It is handled when the card has a name and a date on it.
End of day
How to use this template
Prepare one briefing for each morning's operating review, and give every card an owner and a dated next step before 10:00. Keep the rule list and the triage steps the same from day to day.
| Variable | Meaning | Required |
|---|---|---|
{{board.date}} | Date of the morning board | Required |
{{exception.count_by_type}} | Counts of overdue work orders, vendor no-shows and resident follow-ups | Required |
{{exception.owner}} | Named owner on each card | Required |
{{exception.next_step}} | Dated next step on each card | Required |
{{exception.priority}} | Priority set by the property manager | Required |
{{vendor.hold_reason}} | Reason a vendor is on hold, such as a lapsed insurance certificate | Optional |
{{rule.owner_deadline}} | Time by which every card must have an owner | Required |
If a required value is missing, show Needs review in its place and keep the card at the top of the board; never fill it with a guess. If the operating record cannot be read, show Unavailable instead of the counts.
The live Dashboards blocks on this page show the Calloway Family Trust demo profile. Point each block at your own client's profile, or remove it, before you share the page. Filter the embedded view to the same client as well.