“It takes us literally five minutes now” – How Progres Property Management regained control of service across 12 buildings
“We manage service contracts across 12 buildings. Before, checking what had been done, when, and by whom meant searching through spreadsheets and notes every Monday morning. With AMPER Flow, it takes us literally five minutes today.”
Laura Norson, Facility Manager, Progres Property Management
Eight buildings, twelve contracts, one Monday morning problem
Progres Property Management oversees a portfolio of commercial and residential properties. As Facility Manager, Laura Norson is responsible for keeping every site running without disruption – technically, contractually, and operationally. In practice, that means supervising dozens of service contracts: cleaning, security, installation inspections, elevator maintenance, fire protection servicing, air conditioning.
Each of those contracts carries specific obligations – what needs to be done, how often, and by whom. Clients ask. Property owners ask. Insurers ask. And to answer those questions, someone had to check.
Until recently, that someone was whoever had access to the right spreadsheet and the patience to get through it.
The Monday ritual that swallowed hours
Laura Norson describes it plainly: the Monday morning review of contract performance was one of the most time-consuming and least satisfying parts of her week.
“We had a spreadsheet for each building, notes from calls with contractors, confirmation emails. To answer the question ‘was the air conditioning serviced at the Mokotowska building this month?’ I had to open several files, find the right tab, check whether anyone had entered anything – and hope it was up to date.”
The problem grew with every new property added to the portfolio. More buildings meant more spreadsheets, more tabs, more places where information could get lost or simply never be filled in. A system that just about worked for four buildings started falling apart at twelve.
“I wasn’t losing data” Norson is clear. “I was losing time looking for it. And I was never quite certain I had the full picture.”
What she was looking for in a system
Progres Property Management wasn’t searching for a complex ERP or a platform requiring months of implementation. Laura Norson had a specific list of needs: one place for all service contracts with their scope and schedule, visibility into what had been completed and what was outstanding, and the ability to quickly check the status of each building individually.
“I wanted to be able to sit down on Monday morning, open one screen, and see what was done last week, what’s planned for this week, and whether anything needed attention. No searching, no calling contractors, no digging through emails.”
AMPER Flow met those requirements as a platform built specifically for service management in multi-site environments – with a project–contract–asset hierarchy and automatic completion tracking.
Implementation: data first, tool second
The first step was consolidating everything that had been living across scattered spreadsheets: the list of buildings, their associated contracts, the scope of each contract, inspection schedules, and completion history.
“It took a one-off effort” Norson admits. “But it was the kind of work that needed to be done anyway. AMPER Flow gave us the reason and the structure to finally sort it out.”
Once the data was in place, the system took over responsibility for scheduling recurring tasks. Quarterly fire protection inspections at building A, monthly elevator maintenance at building C, annual boiler checks – every task is now visible in the calendar, assigned to a contractor, and automatically marked as complete once confirmed.
Five minutes instead of a Monday morning
The change Laura Norson felt fastest was exactly what she’d been looking for.
“Now I start Monday by opening AMPER Flow, checking the dashboard, and seeing what was completed last week, what’s scheduled for this week, and whether anything is overdue. It takes me literally five minutes. Then I can get on with the things that actually require my attention.”
What used to take up a significant part of her morning became a routine check. The time she recovered from searching is now spent managing exceptions – situations that genuinely require her judgement and intervention.
There was also a shift in how she communicates with clients and property owners. “When someone asks me whether the inspections were carried out this quarter, I have an answer immediately. I can show them the history, the dates, the contractor. It builds trust, because the client can see that we genuinely have control over what’s happening in their property.”
Visibility that changes how you manage
One of the unexpected benefits of the implementation had nothing to do with day-to-day operations – it was about the longer view. With all the data in one system, Progres started seeing patterns that had been invisible before.
“We noticed that one of the buildings was consistently generating more emergency call-outs than the others. That wasn’t visible when every building lived in its own spreadsheet. In the system, it surfaces on its own. We can do something about it – before it becomes a problem for the client.”
That shift from reacting to events to managing on the basis of data is, in Norson’s view, the greatest value AMPER Flow has brought to Progres Property Management.
For companies managing multiple sites
If managing service across several buildings means weekly spreadsheet searches and inbox archaeology for you – that’s exactly the problem AMPER Flow solves. No complex implementation, no need to hire an extra coordinator.
The Free plan costs nothing and lets you get started straight away.
