About to start collecting Letters of Authorization for a massive portfolio audit - 580 locations across a national restaurant chain. The paperwork logistics are daunting. What's the best approach for managing this many LOAs? Spreadsheets, databases, or specialized software?
Managing LOA collection for 500+ locations - any tips?
Mike, at that scale you definitely need a database solution. I use a simple Access database with fields for location ID, utility company, account number, LOA status, and follow-up dates. Built automated email reminders for missing LOAs. Saved me weeks of manual tracking on a 400-site retail audit.
George has the right idea about automation. I'd also recommend getting corporate to set up a dedicated email address and phone line just for LOA questions. Store managers will have lots of questions and you don't want them clogging your main channels. Create a simple FAQ document too.
Smart suggestions both of you. The FAQ document is brilliant - I can already think of 20 questions that will come up repeatedly. What's a realistic timeline for collecting 580 LOAs? I told corporate 60 days but starting to think that's optimistic.
60 days is ambitious but doable with good follow-up. Plan on 3-4 reminder cycles. The first wave gets you 60%, second wave another 25%, then you're chasing stragglers. Figure 10-15% will never respond no matter how much you follow up.