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Challenge: Take Control Over Property Costs across Farm Source's network

Tracey Oxenham and Ben Newton are responsible for Property and Sustainability projects at Farm Source. In 2022, they faced a significant issue - property costs across the network were hard to understand and breakdown.

Their mandate was clear: achieve property cost savings and dramatically increase transparency for their store teams regarding property issues and planned maintenance.

They quickly realised their existing team structure and systems were insufficient to meet these ambitious targets. They needed a complete overhaul of their approach.

Solution: Collaborate and Streamline Property Management with Frankie

Recognising the need for a fundamental shift, Tracey set about recruiting a team of experienced IT and Property professionals.

Ben, Monique and Royden were then empowered with Frankie, a dedicated tool designed to enable communication and management of property-related tasks with landlords and third-party contractors.

Working closely with Hamish, John, and the Frankie team, Tracey and Ben implemented a comprehensive solution:

• Portfolio Setup: the Farm Source network was systematically configured within Frankie
• Contract Transfer: All crucial planned maintenance contracts were transferred into the new system to manage proactively going forward 
• User Training: Store Managers and teams received thorough training on utilizing Frankie's portal and QR code functionality that enables easy issue reporting.

Ongoing monthly meetings with the Frankie team ensure continuous feedback and foster an open forum for discussing product improvements and addressing any emerging issues.

Results: A Radical Shift in Store Operations

Through the collaborative efforts of Farm Source and Frankie, the first year of operations yielded remarkable success.

“We love Frankie for its ability to manage our works all in one place, including full stakeholder communications, H&S documentation management, media & files - keeping all info in relation to a given job in one place, coming from Excel spreadsheets and emails,” says Ben Newton. 

‍The stores have also truly taken to the system and we’re proud of the feedback they’ve provided!