RD Cadence

As Regional Director, your role is vital in ensuring that Site Managers perform in alignment with company policies and procedures. Regularly monitoring their performance is essential to confirm they meet the standards set by the company. A successful Regional Director follows a structured daily and weekly cadence, with additional tasks assigned.

Daily Cadence

Procure 2 Pay (P2P/Yardi)

• • • Invoice Approval: Ensure all invoices in your workflow dashboard are approved daily. Verify that each invoice is coded correctly to the appropriate store and General Ledger (GL) Code to ensure all entries are coded under the correct account.

Customer Service Cases

• • • Responding to Complaints: Address all customer service complaints logged in ClickUp. Provide a detailed resolution note before marking the task as complete.

Payroll

• • • Review Previous Day's Payroll: Verify employees started work on time, took their meal break at the correct time, clocked out at the correct time and any overtime (OT) was pre-approved.

    • Process Timecard Corrections: Address any timecard corrections submitted.

    • Submit Any Termination Reports: These are due the day we know the termination date.

Weekly Cadence 

In addition to the Daily Tasks listed above, perform the following weekly tasks on your Admin Day.

Payroll

• • • Final Payroll Approval: Final Payroll approvals are due every other Monday by 10AM CST.

    • Process Timecard Corrections: Address any timecard corrections submitted.

    • Review Vacation/Sick Requests: Ensure all requests are documented and approved.

    • Submit Any Termination Reports: These are due the day we know the termination date.

Lead Process Review

• Weekly Review: Conduct a weekly Lead Follow-Up process audit to confirm that store teams are effectively contacting and converting Inquiries & Reservations.

DSS Site List

• • • Review Locations: Verify the store information for accuracy and that the correct employees are assigned to each location, with accurate phone numbers and Employee IDs.

Repairs & Maintenance Projects

• • • Project Review: Please ensure all repairs are correctly entered into ClickUp and follow up on CAPEX projects in ClickUp. This includes attaching relevant pictures and bids for each repair/task. Accurate and detailed entries are crucial for efficient tracking and timely approvals.

Staffing & Schedule Review

• • • Open Job Requisitions: Review open job requisitions and applicant flow.

    • Schedule Interviews: Schedule and review resumes for any open positions.

    • Site Schedule Review: Ensure all managers have submitted schedules. Review their schedule to ensure it falls in line with the business needs, it is fair to all team members and stores have proper coverage, especially double coverage on Saturdays.

    • Submit Any Termination Reports: These are due the day we know the termination date.

Foreclosure Deliverables

• • • Auction Calendar: Identify weekly events related to foreclosures and ensure all necessary steps are taken, including validating leases, verifying lien letters, and submitting auction paperwork.

RedBox Review & Consolidated Report Review

• • • Weekly Review: Analyze your region's RedBox and the Consolidated Report. Send a recap to your team. Highlight successes and areas for improvement, aligning coaching with the Ops Manual. Include DVP & SrVP in communications.

Weekly Team Meeting

• • • Teams Call: Hold a weekly Teams call every Monday with your region. Discuss KPI trends, open projects, foreclosure deliverables, and weekly goals. Prepare a bullet-pointed agenda for the meeting and send it to your DVP prior to your call.

Expense Reports & Credit Card Reconciliation

• • • Coding and Submission: Code and submit expenses as they occur. Ensure all required approvals for site managers' personal expenses are completed weekly.

Report Analysis

As a Regional Director, you have access to a variety of reports in SSM, as well as aggregated reports complied by upper management. During each admin day, and during site visits, dedicate time to review these reports with your team to drive improvement. Focus on identifying opportunities for KPI improvement and verifying site-level compliance with Devon policies and procedures. When opportunities for improvement are identified, it is crucial to clearly establish a plan of action and follow up as appropriate until company expectations are met.

Key Areas of Focus:

1. Verify the reasons for unrentable units, with the aim of achieving zero unrentable units.

2. Confirm that all zero rent units are approved and documented with appropriate notes in StorAlly.

3. Review all credits for legitimacy, ensuring they address manager mistakes rather than arbitrarily waiving fees.

4. Monitor move-in/move-out trends to prevent frequent customer transfers or excessive discounts.

5. Minimize payment reversals by addressing manager mistakes.

6. Verify that all leads are being followed up promptly and in accordance with policy.

7. Ensure that the appropriate number of collection calls are being made to all past due tenants.

By focusing on these areas, you can ensure that your team is aligned with company standards and continuously improving performance.