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DGS 80: Automating Your Business with Process Street with Vinay Patankar

Delegating work, tracking progress, and managing issues often leads to frustration. So, businesses buy workflow software with all the bells and whistles; only to realize that it’s too cumbersome and confusing.

Today, I am talking with Vinay Patankar of Process Street. After experiencing similar pain with software, he decided to create his own simple way to manage recurring workflows for teams.

You’ll Learn…

[02:40] Why isn’t there software that can do these tasks while I sleep?

[04:57] Philosophy behind process development and problem with most products – the people who built and designed them.

[05:45] First-generation Software: The experience on paper is not necessarily the best experience on a computer.

[06:15] Can my grandmother figure this out? Create easy and intuitive software that anyone can use without any kind of context or previous knowledge.

[08:05] Process Street is not just a process documentation platform, but a superpower checklist for accountability.

[11:17] Rules around Tasks: Customize checklist based on variables or conditions.

[12:27] Create automations to do fast integrations with other systems.

[15:50] Document processes to do it right, the first time; but not slow you down.

[17:23] Process breaks down and people start doing it their way, but don’t document or update their processes.

[19:50] Track Changes: Capturing every change made to a process on the backend. [21:22] Process Street gets processes done faster and more accurately.

[24:20] Everything becomes better; creates momentum, saves time, improves efficiency.

[25:35] Process Street’s Support Channels: General, sales, and engineering.

[26:47] Catch-22: Struggling to manage team, keep things organized, maintain culture, document processes, and systemize business to grow and move forward.

[28:24] Pre-made Process Templates: Tenant move in and move out, tenant screening, property inspection, and landlords.

[29:09] What’s your process? Share, copy, paste, and optimize processes.

[30:25] Process Street down the road: Future features to include role-based assignments, task permissions, and mobile app.

Tweetables

User experience and ease should always be at the top of the list with software. Click To Tweet Once you’ve got that checklist, you can superpower it. Click To Tweet What's your process? Share, copy, paste, and optimize processes. Click To Tweet

Resources

Process Street

Microsoft SharePoint

SAP Workflow

Oracle Fusion

Zapier

Basecamp

AppFolio

Salesforce

Typeform

Gravity Forms

Podio

DoorGrowClub Facebook Group

DoorGrowLive

Transcript

Jason: Welcome DoorGrow Hackers to the DoorGrow Show. If you are a property management entrepreneur that wants to add doors, make a difference, increase revenue, help others, impact lives, and you are interested in growing your business and life, and you are open to doing things a bit differently, then you are a DoorGrow hacker.

DoorGrow hackers love the opportunities, daily variety, unique challenges, and freedom that property management brings. Many in real estate think you’re crazy for doing it, you think they’re crazy for not because you realize that property management is the ultimate high-trust gateway to real estate deals, relationships, and residual income.

At DoorGrow, we are on a mission to transform property management businesses and their owners. We want to transform the industry, eliminate the BS, build awareness, change perception, expand the market, and help the best property management entrepreneurs win. I’m your host, property management growth expert, Jason Hull, the founder and CEO of DoorGrow. Now, let’s get into the show.

Today’s very special guest, super excited about, head of a really cool software platform, Vinay Patankar. Welcome to the show. He is here representing Process Street.

Vinay: Thank you, Jason. I’m excited to be here. Hey, everyone.

Jason: Vinay, give everybody a little bit of background. How did Process Street come about? Let’s start with you. What’s your background in all of these?

Vinay: Sure. My background is I’ve done a few things. I’m from Australia originally. I kind of worked in tech, worked in finance, work as a recruiter, started a couple of companies, and ended up on running a company that was a marketing agency. We’re doing lead generation for consumer finance. Basically, driving leads for credit cards for Citigroup, and insurance for Geico and things like that. We basically had a very repetitive process where we were launching new campaigns on different ad networks. I’m running a lot of different tests, so maybe we’re watching 20 or 30 different tests every day. At this point in time, we’re working a lot with the new ad networks where maybe they hadn’t released their API yet or essentially there wasn’t much automation possible. A lot of that was being done manually.

I had a team in India that was helping managing one of those campaigns. I basically had a lot of issues tracking all of that–delegating work, tracking that it was done, making sure that it was done correctly, getting visibility over the progress of all these tasks, which meant that I was staying up until [6:00] o’clock in the morning sometimes kind of working with my team in India and I got really frustrated. I was like, “Why isn’t there a software that can just do these for me while I sleep?” That was the original pain that I was feeling.

I knew that there were workflow products in the enterprise. I’d work with tools like Microsoft SharePoint, SAP Workflow, […], and these very multi-million-dollar expensive products. I knew that they existed, and I understood, “Oh, yeah.” You define a workflow then it’s in a very controlled set of tracks. People just kind of follow it and execute it. This is how a lot of the really big businesses that have to manage thousands or tens of thousands of people like manage their processes. I’m like, “Why isn’t there a tool that does this that is as easy to use as Gmail.” That was kind of the original spark. I just wanted it for my own team to use. We built it as an internal tool, initially, and got my own company on it. Then, started showing it to people and it was like, “It’s so cool.” We kind of eventually spun that as a product and that was the beginning. Essentially, just scratching my own itch.

Jason: You still have the agency stuff?

Vinay: No. That’s long gone.

Jason: Okay. Great. Originally, this was built to fill a real need in a real-world situation and a real-world scenario which a lot of times the challenge with software is that it’s not. It’s built on some theory or idea by some nerd. When it comes to practical reality, it’s got too many clicks. It’s not super user-friendly. It becomes really cumbersome and confusing, but it does everything. It’s got all these features and bells and whistles.

In developing this, what’s the philosophy behind the process and how do you balance that?

Vinay: For sure. Awesome question. The kind of thing that you just said is exactly the problem with most of the incumbent products in our space. The products I’ve mentioned before like SharePoint and SAP Workflow and this and that, that’s the exact problem. They were designed by business process analysts, by Six Sigma specialists, that come from the process engineering department in IBM or something. I’ve gone to business school, I’ve done MBAs, have a very specialized understanding of how business processes were supposed to work, understand how design a flow diagrams, and essentially, took what they learned in the university and put it on a computer. It’s like took what they’ve drawn in a piece of paper and put it on a computer. It’s interesting. That’s actually how a lot of first-generation software was built. It’s like, “Let’s take this thing we do offline and let’s put it on a computer.”

The experience that you get on the paper is not necessarily the best experience that you have on a computer. You actually see that in a lot of products. The first-generation products were designed that way. My approach to it was user centric or basically, user first. The idea was we’re not selling to people who have degrees and business information systems. We’re selling to people that run property management companies or people that run a local restaurant, some of them runs a hotel, some of them runs a HR team or sales team or something. It’s not necessarily people that have their specialize process department or enterprise.

Our approach was what is going to be the easiest piece of software that we can make that people who have no education, no understanding, don’t know what the processes is, don’t know what the workflow is, never done any of that before in their life, or ever read anything about it, that they’re going to be able to intuitively understand, pickup, and just use without requiring any kind of context or previous knowledge. That’s the approach that we’ve been taking which is really this, “Can my grandmother figure this out?” kind of approach.

Jason: Yeah. I think when it comes to anything complicated maybe for an eight-year-old or for grandma to do it, then there’s resistance no matter who is doing it. If you’re a high-functioning, quick-thinking, entrepreneur or you have a team member that English is the second language and they’re overseas, regardless, it lubricates the process to have that ease. User experience and ease should always be at the top of the list with software. It’s my number one qualifier for looking software, “Will my team actually use it? Will it be easy for them? How quick they adapt it?” Because adaption for software is one of the biggest challenges getting a team to actually use it.

Vinay: Absolutely, yeah.

Jason: Maybe you could explain what Process Street is for those that are listening because it’s not just a process documentation platform which is great and awesome. There are platforms that are just for process documentation that are out there. When some people use their Google Drive to document processes, they put them all in documents and they’ve got screenshots and just texts. It’s beyond that. It’s got this benefit of being a checklist where there’s accountability, there’s a record, and there’s history of the people actually using the process. It also is this workflow tool that can be directly integrated with your external tools through Zapier, third party systems. It can capture data instead of just be something that somebody refers to and looks at. It really does a lot of things. How would you describe Process Street to those that are just not familiar with it?

Vinay: Yeah. It’s tricky. We’re almost in a new category here. The easiest way I explain it to normal people that don’t know anything about processes or workflow or stuff like that. It’s that we’re a superpower checklist. You have a checklist. This is something that needs to get done. Some of that, we have a checklist we want to follow. In property management, you have a checklist for every time a tenant moves in or a tenant moves out. We have a checklist every time we sign up a new landlord. Essentially, these are all the things we have to do, and we want to make sure that we remember to do, or someone on our team remembers to do every time a tenant moves in, a tenant moves out. “Make sure you do a background check. Make sure you get the contract signed. Make sure they get the keys. Make sure that you inspect the property.” And this and that, right?

It sounds simple. It’s a simple way of explaining it. But then once, you have that checklist and you can build a checklist really fast–as fast as you can, just typing out a list of stuff in excel, or doc, or whatever. But then once you’ve got that checklist, you can superpower it. This is where the superpower is coming. You can have each of those steps and you can say, “Make sure the tenants get their keys.” Inside that, you can have instructions. You can have, “This is where the keys are located. The keys are numbered this way.” Once you’ve given them the key, go into here, fill-up this form, and make sure you got the tenant to sign in this book that they’ve received the keys and take photo of the book or something.

Again, in each of these tasks, I can add in instructions on how to do the tasks. As you’ve mentioned before, you can add in form fields to actually collect data along the way. If you have a step that’s like, “Collect the tenant’s information.” You can type in the field, what’s the tenants name, what’s their address, what’s the address of the house, and things like that. You can catalogue all their information that kind of turns similar to submitting a form or filling up a spreadsheet where you get all of that data in a tabular form, you can use that in the future for automations as we talked about.

You can control rules around the tasks. Now, I have a checklist inside each task. I have different steps. I can have content. I can have form fields inside those steps. Now, I can start to create rules around tasks. Now I can say that, if it’s an apartment building, add these tasks for, “Have a building key.” If it’s a house, hide that task for, “give building key.” I can customize this checklist based on variables or conditions that are happening in the scenario. For example, is it a house or is it an apartment? Is it in suburb A or suburb B? Maybe there’s a different agent or something else that has to happen based on that scenario.

I can add handoff. I can say, “Wait until John collects the keys and then assign Brandy to go and call the landlord or return the keys.” I can handoff steps. I can say when somebody needs to do something kind of handoff. I can create automations and due dates. I can say, “This task is due two days after the keys are given.” Or, “This task is due three days before the staging date.” Or, “This task is due two days after the staging date.” I can start to create all these automations and controls around how the tasks work when they’re ordered, automating when they become due related to other various events, handing off between different people in the team and stuff like that.

I can create lots of automations and other systems from that data as well. For example, if somebody sent you an email, that’s like, “Oh, I’m interested in your property.” You can have that trigger automatically run your checklist. Now, every time I add a tag on this email, it runs the checklist automatically and copies all the details of the email into this checklist so that when I’m running through it, I’d have it all day. If I change something in my CRM or in my rent management system, if a lease expiry comes up in rent manager, you can use that to trigger and automatically launch a checklist.

You can then have data from your checklist pushing to other systems. If I know for example, the tenant’s name, I’ve collected their name and their email, and the house address, I can take that data and I can put it into hello sign and I can generate a contract that automatically gets sent out for signature to that client. Once the signature is signed, it can come back and notify […] triggers is actually a new feature in Zapier they just released which is find and update checklist. But now you don’t even have to wait for that signature to come back and then pull back in the signed document, save it to the checklist, checkoff the task signed by the tenant and hand it off to somebody else in the team to do the next task. We start to do all sorts of fast integrations with other systems once you get all that set-up.

Jason: Okay. I want to paint a picture for those listening. I use Process Street in my own business. I started using it because I’d seen a lot of property managers using it. A lot of property managers said, “Hey, this is really intuitive. It’s very easy to use,” so I started using it. What really pushed me over the edge is we used Basecamp internally as a communications system and platform which it is great at, but it really isn’t good for repetitive processes. We have more process documentation scattered throughout several different Basecamp projects for different teams, indexed documents, we had some on Google Drive, and it just got really crazy. There wasn’t a central repository to go to. Just changing that alone was a game changer for us. Having one place, “Oh, did you look in Process Street? It’s in there. Everybody can go to that.”

What really pushed me over the edge though was I had spoken with a gentleman and I told you before this call, I remember his name, his name was Bob Abbott. Bob is a property manager. he was telling me how he runs his company. He’s got his profit margin to 65% in his business by using Filipino labor and by using Process Street. He showed me how he uses it. We had some really cool conversations geeking out because we’re both kind of nerdy. That’s almost unheard of in the property management industry to create that sort of margin. It’s very possible to do in property management because there’s a lot of systemized things, there’s a lot of repetitive things, and there’s a lot of things where you need somebody manually to do stuff. You can give them the processes and the checklist to do it.

One of the conversations we had which I think is an important balance to strike is, with my team, we want to document processes to the point where a beginner could do it the right way the first time. We also want to balance that with, we don’t want it to slow them down once they know it. Just like driving a car. The very first time somebody drives a car, they’re probably checking all their mirrors, adjusting their seat, and doing all this stuff. After they get used to that, they’ll probably just hop in and drive. With us, with our team, we try to make our processes as few steps as possible, but as many as necessary to create that balance, so it doesn’t get in the way when our experienced team members are trying to use it but to show record that they’ve done these tasks for this particular client or used this particular case or situation.

What I’ve really noticed that’s brilliant is that just by having a process that’s actually used to do the process and your team is required to use the process to show record that they’ve done it, the process gets better overtime. What happens, I’ve noticed, in the business is I create a process document in the past, give it to a new team member, they would look at it and say, “Well, this is outdated.” It always ends up being outdated because nobody’s using it on a daily basis. Then, we have to fix it and adjust it, and then they learn how to use that. Once they get familiar with it, they never look at it anymore unless they forget something.

What happens over time, the process breaks down. They’ll start doing their own things. They start changing it. They figure out some innovations. They think innovations. Maybe it’s worse, maybe it’s better, but that isn’t captured in the process. Then, if they quit or you lose them, our goal before they quit or leave, we’ve got them to update their processes because they weren’t using it. There’s this huge advantage, I’ve noticed, in just having the team use the actual process software that the processes in and going through each time. If there’s a change that needs to be made, we can adjust it, they can adjust it, if I give them the permission to. We can improve it over time. Just the clarity in taking all of our processes in to where they’re actually usable as a checklist is a huge step from having just the process you think is documented well enough to somebody actually being able to use it. It’s a big leap and that leap has caused us to significantly change all of the processes that we brought over into it, so far.

Vinay: That’s awesome. What we find is that as you continue to iterate your processes over time, that’s really when they become more valuable. I think that’s normal for most systems. You can go look at the enterprise companies, their processes are some of their most valuable pieces of IP because they’ve been so refined over so many thousands of customers or years or whatever. They’re now really, really valuable and they’re kind of like protected secrets for that organization.

Some cool things you can do, for example, if you have 10 checklists running and you’re onboarding 10 different landlords, or you’re moving in 10 different tenants, and you do want to make a change. One of your PMs comes back and says, “Hey, I noticed that this is incorrect,” or “This needs to be clear if we do it this way.” You could update the process and you can live pushout that update to all the 10 tenants. If you have 10 people in the field at the moment, even when we have no way of knowing, they can be in a car and by the time they get of their car, their house, and they open the process, it’s got a new step in there. The steps change a little bit and now they’ll just follow the adjusted step. You don’t need to run a training program, don’t need to send out an email, it’s just kind of like, “Oh, the process is updated. Let’s do it.”

On the backend, it’s actually not exposed right now but on the backend, we’re actually tracking all these changes for you. Every time you’re making a change to one of your processes, we’re capturing those changes in the backends’ versions. We’re working on dashboards that will let you see how the output of your process changes overtime as you iterate it. It’s like, “Oh. It’s taking us two weeks to onboard a landlord when we did version one of this. Now, it’s a version 100. It’s only taking us four days or something.” You kind of see, as you continue to iterate your process over time, how they’re improving or how they’re affecting other metrics. That’s pretty cool as well.

One of the things we’re really excited about, it’s kind of a big part of the vision of the platform, is around what you said before where there are some processes where maybe you don’t want to add extra work to somebody to their task. We definitely have a lot of processes like that. A good example is answering support tickets. We don’t want somebody to run a checklist on every single support ticket that they’re answering especially once they’re in the roll after a while. They know how it works. But we do want them to do it for trainings. We want them to run that checklist for their reference or something as they’re going through getting used to it. It’s pretty important for us an our organization. We actually have everybody in the company do support when they come in. That’s an example of what we just want people to run at the beginning.

What we’re really moving towards is we’re trying to make our processes actually reduce the amount of time that it takes to get that process done. When you’re using Process Street, it’s actually less time to get that process done than if you were to not use the Process Street process. That’s our ideal scenario. Not only is it faster for it to get done, but things got done more accurately; things got done in a higher detail way.

A good example is we have a sales proposal processes where we send out a proposal for a price point for a set of users if we’re working on enterprise deal. For the rep, basically, what they have to do is they have to come in to their CRM, click a link in the CRM which launches a process, then they’ve got to fill in a few pieces of info. From that, it pools in a lot of information automatically from the client. All the client’s details are filled out automatically. They don’t have to do any of that. They’ve got to put a few things like how many users do they want, what’s the price that we agreed upon, or do they want a one-year deal or a two-year deal, kind of things like that. They basically just punch in a few things in the process, really quickly, just takes 20 seconds. That then hands-off automatically to their manager who then looks at the proposal and approves it inside Process Street. Once that’s approved, it creates a whole kind of proposal with all these multiple checkboxes and things that can get signed. It will probably take you 30 minutes to set up if you’re going to go through the whole thing yourself.

It goes back and it updates the CRM. It creates opportunities and changes the statuses, the confidence, it makes the proposal sent, and puts in links to the proposal, and updates all this information whether the proposal is sent out. That whole thing, for a rep to do that manually, to go customize a Word doc, […], mapping all the fields, sent it out, go to the CRM, update all these different fields in the CRM, and follow up tasks and all this stuff, it takes them 30 minutes or an hour or something. With the Process Street process, they can do it in less than a minute.

We’re actually working on trying to build processes that actually significantly make you faster and more accurate to use the platform than without. Obviously, it can’t happen for every kind of process. You can’t completely automate going to a house and inspecting it. There’s a pretty manual aspect to that but for the ones that we can, that are very digital, we are trying to […] as possible.

Jason: Yeah. Sales people are notoriously known for not leaving good notes, not wanting to deal with software too much. Any burden you can take off their plate, software-wise, is a big win. You’re saving money every single time.

Vinay: For you though, as a business owner or as the team leader in sales, there’s way more benefit than that. If you can shave off these minutes or hours off each of your reps like a week, it’s just not a pure timesaving thing. They bill more so they would actually close more deals in that period of time. It creates more momentum for the whole team because the whole team bills more. The whole team saving time and building more which kind of creates this whole pause and momentum of like then you’re able to hire better reps and you’re more able to expand territories, this and that. Everything just becomes better.

It’s actually a pretty good lesson in most of your teams. If you can really get the operations piece tight; you can get your processes tight–your sales operations, your marketing operations, your support operations—it makes the whole team compounding much more efficient. It makes your whole organization much more attractive to other people because you don’t want to come in to a place that’s a whole giant mess where they just going to have to be spending all their time copying and pasting stuff and dealing with spreadsheets. You’ll be able to hire much more high-quality people. You’ll be able to execute a much larger amounts of projects and whatnot. It’s just kind of all your infrastructures to sell it.

Jason: Yeah. You’ve mentioned that you have everybody that come in and do support. Do you have your developers do support on a regular basis, so they have to live inside this tool and deal with support-related things?

Vinay: Yeah. We have different support channels. We have general support, sales support, and engineering support. Engineering do kind of work in engineering support. It’s generally more complicated problems versus how much does the product cost or things like that but they’re generally dealing with a more complicated […], something with the API or something like that. Yeah, they’re in support as well.

Jason: Interesting. Property managers that are listening, a lot of times, what ends up happening is there’s two, I call them the first two sand traps. The first major sand trap of property manager falls into in the solopreneur stage, they get to maybe 50 or 60 units under management. They’re doing it mostly on their own. They’re struggling to figure things out. Then the first thing they think of doing is getting people like hiring people. People are so expensive. Having a tool like this could immediately allow them to outsource into offload and create some leverage in their business.

Where it becomes even more necessary, I think for a tool like Process Street, is when you get into that 2-400 door category which is kind of the next sand trap that they fall into, this is where they’ve got a team now. They’re struggling to manage this team, they’re struggling to keep things organized, they’re struggling to maintain some semblance of culture, and their big challenge right now is documentation. It’s almost always a big challenge. They need to document their processes, they need to systemize the business, it’s this huge constraint that’s limiting their ability to grow and move forward. By then, it becomes critical for them to get something like this in place where they’ve got a really good processes, really good documentation, and really good clarity as a team as what’s actually being done.

Vinay: Yeah, absolutely. It’s a bit of a Catch-22 situation because you’ve got more work going on when you’re in that next level of business because you got more customers and more doors. You kind of feel like you’ve got less time to work in your processes, but your processes are more important at that point of the company. I think the point in your CRM or whatever is probably a similarly stressful project to undertake but once it’s done, you’re very happy to do it. You might feel that you’re underwater right now, but that’s probably a good sign that you need to work on some of the processes. If you’re that underwater because you won’t be able to scale that way.

The other thing that we have that helps a lot with data is we have tons of templates. We actually create pre-made process templates. We’ve got a whole bunch in property management. We’ve got some generic ones around it. Some of those mentioned, tenants move in and move out, tenant screening, property inspection, and landlords. We also have some ones that are like, “Oh, this is how you do it if your system is AppFolio,” or something like that. It’s kind of like more generic ones and ones where you can kind of switch in and interacting with your different property management systems. That actually helps a lot if you do feel like you’re really underwater, and you don’t know where to start with your documentation, you don’t have any time for this, “Come check out their offer.” You come and check out all the different property management templates that we have and that’s a really good starting point.

Jason: Yeah. You can also share your process with other people. You can ask another property manager, “Hey, what’s your process?” If they’re using Process Street and they can share that with you, and you can immediately import it in your tool which is cool. It has a lot of really cool features. If you’re on one of the higher plans, you can also do that context sensitive [..] statements. If a certain task is complete in a certain way, you can expose or hide certain other steps to make it faster or more hyper relevant to what needs to be done then. You can get as crazy with this as you want which I think is fascinating or you can be simple as just having a few steps with the couple screenshots and some texts.

Immediately, I think, anybody could take whatever processes they currently have, bring it over, copy, and paste it in. Then, they can start optimizing it. I’ve even taken just checklist in a text document of steps, you can just paste that in and it spits it out as each separate step. It really is a rapid tool for getting processes built out. It’s been a game changer for those that have implemented it especially those that just didn’t have anything. It’s a huge leap, huge step up.

What’s on the horizon for Process Street? What else do you think those that are managing property should know about Process Street?

Vinay: A couple of things we have coming up is, one thing that I know a lot of our property management customers are excited about, we have hundreds and hundreds–I don’t even know how many–of property management companies all the way from single person operators up to we have big teams in […] and Keller Williams and stuff like that. We do work with a lot of property management companies. One of the ones that they’re really excited about is a feature called role-based assignments. Right now, you can predefine on a checklist who needs to do what. You can say, “Either Bob in finance needs to do this collect payment task or the finance team needs to do this collect payment task.” You can say, “The property management agent needs to do these four tasks at the beginning.” But the way that it was right now is you could only indicate that this person has to do these four tasks.

It gets a little bit tricky when you have a team of property managers. One property comes in, it needs to get assigned to Manager A. Another property comes in, it needs to get assigned to Manager B. Another one comes in gets assigned to property Manager C. You want to rotate your assignments, or you want to map who’s the account manager on this and make sure that the correct account manager is assigned to that.

We have now a feature called role assignments. At the beginning of the checklist, you kind of have a dropdown that says, “Who is the PM that is responsible for this account?” You can select that and that will automatically assign all the property management, PM-related tasks to that particular PM. You can maybe say like, “Who’s their district manager? Who’s their regional manager?” That will might assign some of the approval tasks to their particular manager for that PM that you selected.

Instead of saying, “This task is always assigned to Bob.” It’s like, “This task is assigned to a property manager. I just don’t know exactly which person on the team is going to be that. I’ll assign it out later or I’ll use the type of automation to assign that.” For example, if I click this on Salesforce or I click this from one of my property management systems, I could look at who’s the logged in user or who’s the user that owns this account. I could automatically push in that email address into the process and automatically assign all those tasks to that particular person.

Actually, a really cool one for this is, there’s actually two cool features that just came out. Now, the features that came out is called task permissions. What task permissions do is it lets you control who can see specific tasks in the checklist. I have 10 tasks. I can say that, “Right now, anybody who comes into the checklist can see all the tasks in the checklist.” I can say, “I want the property manager to see these five tasks. I want the manager to see these three tasks. I want the finance to see this one task.”

What’s really cool is you can bring in the actual tenant or you can bring in the landlord as a guest into the system. It’s like a free user that you can bring in. You can say, “I just want the landlord to see this one task at the top of these two tasks.” It’s like, “Fill in some form fields here, tell me your property, your address, and some information about when you want someone to come see you. Sign this contract here and then, done.” Those two steps are exposed to the landlord. Then your team can come in afterwards, pick it up, and continue it out. “Let’s do a background check on this person, a credit check, or whatever,” and start doing internal steps. You now can break up the process and have external people, some internal people, an internal manager, all kind of working on the same process but not seeing all the information. It’s kind of being siloed into their own tasks and things that they need to see.

That’s pretty cool for bringing in landlords or tenants if you need them to upload documents or complete any complicated set of forms. It’s really useful. You can @ mention them, have conversations with them. You can reject their uploads and say, “Do it again. Do it again.” A lot of these gets done over hundreds of emails back and forth, and they always seem to get lost. It’s really cool managing that. Another big project we’re working is the mobile app. I think a lot of people will like that too.

Jason: Yeah. Very cool. I think a lot of the systems that we have that feed into the Process Street were using some sort of a third-party form like Typeform or Gravity Forms and then, we’re feeding in in that. You’re saying it’ll be possible or even easier to have tenants or clients to submit things through…

Vinay: Yeah. They could do that whole form into a task inside the process and just expose one task or two tasks to those clients. You wouldn’t even use those external forms anymore.

Jason: You want the client or the tenant to see, call the client up, and say these things because then it seems disingenuous.

Vinay: Exactly. You could be doing an interview and you have notes on the interview and stuff like that. There’s a lot of things where you want that wall of privacy. Someone can submit a leave application or an expense approval or something like that. You want to be able to have a conversation with HR or conversation with the manager just about the person who submitted it get seen.

Jason: Yeah. I think in some way, if I create a process, if I put a video in there, I have checklist steps, there’s so much clarity and transparency for my team to know how to get work done that they don’t have to come to me. Any question, as an entrepreneur, that we get asked once by our team is going to be asked again. Unless, it’s documented somewhere. Every single one of those interruptions cost you at least 50 minutes a time. Every single one of those interruptions may take, each time you’re training somebody or bringing somebody new, if that’s not systemized, it can take you hours. The only way to really move forward with the business is to create a business that is somehow scalable. In order to do that, the foundation is having some SOPs in place; having some Standard Operating Procedures, having some process documentation. I think the brilliance of Process Street is adding that layer of accountability in mixing it in a checklist, having people move through a process, and being able to see who has done what for that transparency.

Is there anything else that people listening should now about Process Street before we wrap this up?

Vinay: Just that it’s free to check out and that you should go sign up for free account at http://www.process.st.

Jason: Alright. Cool. Check out Process Street. It’s process.st. Vinay, thanks for coming on the DoorGrow Show. Really great to have you here.

Vinay: Absolutely. It’s been great. Thanks for having me.

Jason: Alright. Cool. For those of you that are listening, I do recommend you check Process Street. It is a really nice blend between ease and what’s easy. I think it’s a software that once you get into it, it’s very intuitive, easy for people to figure it out, so don’t be afraid. If you are a nerd, you really geek out on tech, and automation, I think it has plenty there to satisfy you. I think they’re coming out with some cool new things that will give Podio, another system, a run for their money. That’ll get a little too complicated for most people. Check that out.

If you’re a DoorGrow Hacker and you’ve enjoyed the show, make sure to like and subscribe if you’re watching in YouTube. Make sure on iTunes that you give us a real review. We’re going to appreciate that. Everybody listening, if you are a property management business owner and wants to grow your business, make sure you get inside our DoorGrow Club by going to doorgrowclub.com and join our free Facebook group and our awesome community.

Again, thanks to Vinay. Thanks to everybody that’s been checking out this show and listening. Until next time, to our mutual growth. Bye, everyone.