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6th March 2023

Posted
Updated
ByRosie Jacobs

PROPERTY TEAM MEETING OUTCOMES

  • Everyone should be aware with training with how to issue a quote through perfect portal
  • Everyone should have the Intrinna fee scale – if you do have a new file that needs to be opened this needs to go through Sajani and Ali who will then allocate it out within the team
  • File Opening Matter – this is a procedure where we are now issuing on everything that is new or restarted because it went abortive, should be using the TR client care letter – sending out the estimate not the quote 
  • TR Client Care Letter – provides a lot information for client and also information about various things that we won’t be acting for a client on – have to be utilising
  • Task flow and file openings – everyone has been a part of the training
  • Exchanges and Completions: Pre exchange, billing, day of completion and post completion training – this has a system and a procedure
  • Post Completion and Letters – has a system and a procedure everyone should now know what to do – how to put it on the post sheet for documents to go out, how to make sure that you complete for post completions – if it needs to be registered and if you’re holding a balance making sure you’re putting a note on the file
  • Registration – this need to be captured on the teams meeting on Monday all of your completions, as well as SDLTs being captured, completions waiting to be registered to be captured – going on a system for the registration team
  • File Closures – start to finish through TR – you will have the file closure process – sending out the client care letter, dealing with the balances, etc.

ONGOING PROJECTS:

Project for file closures – 12pm meeting everyday:

  • Mattersphere system
  • Live files
  • Dumped files
  • Post Completion files
  • Looking at your list and making sure you’re capturing everything and dealing with it – closing files making sure that you have ran the system correctly, physical papers within the office as well as any balances and duplicate files

LEAP balance project:

  • Team of 3-4 people dealing with leap balance checking
  • Working 10:00 – 18:00 Sri Lankan hours
  • Looking through LEAP balances doing a ledger review
  • A procedure will be written up shortly – determining what actions need to be taken place on that ledger  – if it is a missing bill, post completion work or refunds
  • Refunds – they will be getting bank details from the clients and passing on to the Fee Earning team to open the file – do a bill or refund the money and close the file
  • Finance team do not have TR logins – cannot complete this on their own and will need your help
  • Aiming to have this project completed by the end of May 2023

Sherine will be providing 1-2-1 learning/training on learning how to do registration

  • Starting with Fee Earners who are working on purchases
  • Sheruni, Kaushani, Yashodhara will be in the first team
  • This will be super helpful when you’re dealing with the actual work

Legal Assistants and fee earners need to be aware of what the post completion screen looks like

Portal updates – Move with us, Barnet Marcus, Conveyancing Index

Fahad – running a system for complaints light which go into client care needing responses/refunds

Everything we are doing there is a process and procedure – if you’re unaware of this but aware it needs to get done, please ask.

BILLING:

  • 4 full working weeks – to have a look at what is left
  • Put in place what we are going to exchange and complete on the balance files that we have
  • Please do not forget about the ICL sheet and update where necessary – with over 100+ not including commercial work
  • Client call done every week, updating the initial column for fees and additional billing exercise
  • Need to speak with Sherine and Karen before speaking with the client about additional charges/fees – here to help!

MANAGEMENT COMMENTS:

Rosie: Policies have been uploaded to the Intrinna Intranet under ‘HR’ which will now be put in place from today 6th March 2023.

You should all have login details for the Intranet – if not please speak to myself or Tharaka.

Geeves: Hall of Fame video – 30 reviews on trust pilot – 4.7 star review overall – you are doing a fantastic job, well done!

If you have any hidden social media skills within the team please reach out to Geeves! 😊

Munsir has handed in his resignation – will keep you posted on who to speak with about queries.

Sherine: Teams etiquette – within meetings please make sure cameras are on which is a given within 1 to 1 meetings – much better way of communicating when you can see their faces.

Make sure you’re responding to staff members not leaving responds over 24 hours – even mentioning that you aren’t available at the moment so that they’re aware that you will deal with it later.

SEE IT, FIX IT,RAISE IT:

Week of 6th March 2023 – Star of the Week – Everyone! – you are all working super hard – we have put in place a lot of systems and procedures we have covered the whole system!