For managing our daily work lives, Outlook is a fantastic tool. It allows me to reschedule meetings, edit content, and attach documents. However, these documents remain where they are unless I actively remember to move them to the correct SharePoint folder. 

 

Now, imagine running a retail business, managing a portfolio of properties for a landlord, or overseeing multiple sites. Each property has countless moving parts—boilers, air-conditioning units, compliance checks like asbestos inspections—all of which are crucial for operations and, more importantly, revenue generation. If all maintenance tasks fell within the same week of the same month, keeping track would be easy. But in reality, this never happens. 

 

 

In our experience, Planned Preventative Maintenance (PPM) schedules constantly shift, and the necessary documentation is scattered across multiple email accounts. When finally saved to SharePoint, files often sit under broad, ambiguous names like “Air Handling Units” or “Air Conditioning.” Documents are not organised chronologically, they aren’t archived after a set period, and retrieving them takes far longer than it should. 

 

 

How often have we heard this—whether in our personal lives or in business? An unexpected visit from a contractor leads to extra costs, and in today’s economic climate, no one can afford unnecessary expenses. Worse still, if they can’t access the site due to missing paperwork, they’ll leave, and you’ll be hit with an invoice for a wasted call-out fee. With increasing financial pressures and tightening budgets, every pound counts.