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By: The Encircle Team
HIGHLIGHTS & KEY RESULTS
More PM site assessments squeezed into each day
Faster and more accurate estimates, without overtime costs
No pushback from adjusters on drying logs
LOCATION:Washington, DC
FOUNDED: 2021
INDUSTRY: Restoration
THE CHALLENGE
Entering a completely new field, Michael relied on his training with the Restoration 1 franchise to get him up to speed quickly. “They told us that when you're out in the field and you're running a job, documentation was gonna be highly important,” Coates reflected.
He was surprised at how much of the documentation involved paper and manual processes. He recalled, "They handed me a clipboard. And I just said, ‘There’s gotta be a better way...Once we rev up, I'm definitely going to look into software.’”
In the early days of his business, his team was spending huge amounts of time sketching out properties. “It takes so long to sketch...If you're on a large loss, you're probably looking at a minimum of over an hour just sketching alone," he commented.
THE SOLUTION
Michael selected Encircle’s field documentation platform for his business. "From what I researched, and with my tech background, Encircle made the most sense,” Coates explained. It had all the tools he needed to get airtight documentation for insurance claims, including date & time-stamped photos and videos, drying logs and moisture maps, as well as reports that were easily created and shared.
Simplicity was the name of the game in rolling out Encircle to his team. "They have all bought into it… Everybody understands it, it’s very user-friendly… And they like the fact that it's on your phone and it's not a bunch of paperwork," explained Coates.
Within the first year of his business opening, Encircle added Floor Plan, which solved his biggest time-suck in the field – Sketching.
Michael Coates
Owner, Restoration 1,
Washington, D.C.
“We can utilize our phones or tablets and not have to worry about an expensive camera…My project manager is able to speed up site visits…My admin is able to upload those sketches and import them right into Xactimate.”
THE RESULT
More assessments completed per day
“Time is of the essence… I'm looking at how many assessments we can actually squeeze into a day,” explained Coates. Encircle Floor Plan helps Michael’s Project Manager complete more assessments each day, because he isn’t stuck sketching by hand. "What used to take an hour, now it takes minutes to just use your phone or iPad to be able to create your sketches."
His PM uses notes in Encircle to capture and communicate the scope of work almost instantly. “He'll sit in the truck for maybe 10-15 minutes, and create his scope of work. And my admin has access to everything in real time, so she's off to the races."
Faster, more accurate estimates. None of the extra overtime costs.
Michael's team can now turn accurate estimates around faster than ever before. “We're talking the same day in some instances...It's made a world of difference in our operation," he reflected. His Admin can get instant sketches by importing their Encircle floor plans directly into Xactimate, allowing the business to meet the tight turnaround times that stakeholders are demanding.
Before Encircle Floor Plan, Michael’s admin was working long hours to keep things moving. “She's a mother of three… and she once spent literally all night working on a large estimate, held up by having to draw sketches for all of the affected units." Going forward, his software choice will prevent his team from sacrificing time with their family, while saving him significant overtime costs.
“People may balk at, ‘hey, this is costing me money’, but look at how much overall you're going to pay in over time if you don't have it…So, do the math,” stated Coates.
Easier communication & Faster approvals
Insurance companies and policyholders are demanding faster turnaround times and higher-quality communication more than ever. Michael and his team meet these demands using the detailed, professional reports from Encircle, packaging up all the necessary documentation with a couple of clicks.
“I love the fact that everything is time stamped and dated…The reports are clean and crisp, well laid out. I like the embedded video features. So if they're clicking on a PDF… they can click on the file to look at the video documentation…It’s not clogging up their inbox.”
- Michael Coates, Owner, Restoration 1 of Washington, D.C.
In addition, the detailed drying logs and moisture maps within Encircle Hydro, have allowed a smoother approval process for water mitigation jobs. "We get no push back on drying logs at all," Coates stated.
CONCLUSION
Choosing Encircle has been a game-changer for Michael’s business, fueling growth and streamlining operations. As he eyes further expansion, Michael knows that Encircle will continue to be a key player in his success story, helping him manage the challenges of a booming business with ease.
Coates commented, “We're looking to expand… Innovative software, and the latest, greatest technology, is a huge asset to our operation."
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