Overview

Venture Group Holdings is a property management firm overseeing a substantial portfolio of residential and commercial properties throughout the UK. With thousands of units under their management and ambitions to 4x their property portfolio, Venture Group Holdings was experiencing significant operational strain—from managing tenant communications and maintenance requests to ensuring compliance deadlines were met. Seeking a scalable solution to alleviate pressure on their staff, improve tenant satisfaction and scale their portfolio without further scaling their team, they turned to AskVinny.

Challenges Before AskVinny

As Venture Group Holdings expanded their property portfolio, they faced common yet pressing industry-wide pain points:

1. High Volumes of Tenant Communication:

   Their property managers were spending an estimated 85% of their time responding to tenant enquiries, chasing updates, and managing routine queries. This reactive approach lead to declining tenant satisfaction and service levels. Additionally it hindered their ability to focus on proactive tenant services, strategic growth initiatives, and building relationships with landlords.
   
   

2. Inefficient and Disconnected Systems:

   Venture Group Holdings relied on multiple software tools— 9 in total for various parts of the property management process. The core technology stack including the CRM, PMS, maintenance platform were not integrated. This fragmentation not only caused data inconsistencies but also delayed response times and created manual double-entry work, slowing down operations. To address this, they hired an expensive team of people to migrate data across systems.
   
   

3. Time-Consuming Compliance Management:

   Monitoring safety certificates, Gas Safe checks, and other compliance requirements demanded considerable effort. Three quarters of their property management team were responsible for tracking renewals & change of tenancies, chasing contractors, and ensuring timely compliance, raising the risk of oversight and missed deadlines.

Why AskVinny?

Venture Group Holdings selected AskVinny as their AI-driven property management partner for its unified platform designed to streamline operations, automate routine tasks, and enhance the tenant experience. Rather than juggling numerous disconnected tools, they could manage pre-tenancy, maintenance, compliance, and end-of-tenancy processes all in one place.

Implementation Process

The onboarding and implementation phases were guided by AskVinny’s dedicated support team. Over several weeks, AskVinny’s experts:

• Integrated the platform with Venture Group Holdings’ existing property management systems, centralising data and eliminating duplicate manual entries.

• Configured automated tenant communication workflows for common enquiries, ensuring instant and consistent responses.

• Set up the compliance tracking module to schedule, monitor, and alert staff when certificates and inspections were due, automatically organised contractors to attend jobs and schuduled jobs with tenants.

• Trained Venture Group Holdings’ staff to effectively use the entire platform from pre-tenancy to end of tenancy and maintenance & compliance features, ensuring a smooth transition and immediate productivity gains.

Key Features

1. Pre-Tenancy Management:

   Venture Group Holdings leveraged AskVinny’s applicant screening and viewing management tools to expedite the pre-tenancy stage. Automated booking of property viewings, pre-qualification checks, and offer form processing reduced administrative overhead and helped fill vacancies faster - from an average of 13 days to 4.
   

2. Maintenance Coordination:

   AskVinny’s maintenance module ensured that requests, from minor repairs to significant refurbishments, were automatically logged, assigned, and tracked. This functionality kept everyone updated—tenants, contractors, and managers—resulting in repair times dropping from 5 days on average to 2 and improved tenant satisfaction - NPS increased from 23 to 85 in 3 months.
   

3. Compliance Tracking:

   The platform’s automated compliance reminders and automated booking system significantly reduced the manual oversight previously required. Certificates were now proactively flagged for renewal, and the system handled contractor bookings, follow-ups, mitigating risks and ensuring all compliance tasks were met efficiently. The Compliance health score increased from 87% to 99%.
   

4. AI-Powered Tenant Communication:

   Tenant enquiries—ranging from rent payment queries to reporting maintenance issues—were instantly acknowledged by AskVinny’s AI assistant. This round-the-clock, multilingual availability improved response times and freed up managers to focus on higher-value tasks. Response times dropped drastically from 26 hours and 31 minutes to 1 minute and 30 seconds.

Results & Benefits

Time Savings:

By automating repetitive tasks, Venture Group Holdings cut the time spent on administrative workloads by 85%. The staff reported that tasks like responding to routine tenant queries, updating compliance records, and coordinating maintenance jobs now required significantly less intervention.

Scalability Without Additional Headcount:

As Venture Group Holdings continues to grow its portfolio, they can now scale up without necessarily adding more staff. AskVinny’s automation ensures that even as the number of managed units rises, workloads remain manageable. This not only saves on staffing costs but also improved gross margins by a 18%.

Enhanced Tenant Satisfaction:

Faster response times to tenant enquiries and maintenance issues contributed to a notable improvement in tenant satisfaction. Surveys indicated a 235% increase in tenant statisfcation, as renters appreciated prompt communication and efficient issue resolution.

Reduced Risk and Errors:

Automated compliance tracking and centralised data management reduced the risk of missing critical deadlines or duplicating work. With fewer manual processes, less room for human error, the margin of error shrank, providing greater peace of mind, operational consistency.

Strategic Focus:

With operational burdens eased, management and the team had more capacity to focus and execute on strategic initiatives, such as portfolio expansion, tenant retention strategies, and building stronger landlord and contractor relationships. Staff morale improved because property managers could apply their expertise more meaningfully rather than merely reacting to day-to-day tasks.

Conclusion

For Venture Group Holdings, AskVinny provided the perfect combination of automation, integration, and intelligence to streamline property management. By reducing manual workloads, enhancing tenant satisfaction, and ensuring compliance, AskVinny empowered Venture Group Holdings to operate more efficiently and confidently. As a result, they are better positioned to capitalise on growth opportunities and continue to deliver exceptional service to their tenants.