HOW TRANSWESTERN MODERNIZED DOCUMENT MANAGEMENT WITH REALTY|SHARE TO ENABLE ENTERPRISE- SCALE EFFICIENCY
"The pre-engagement really sealed the deal, that really helped us get to, ‘all right, these guys understand what they're doing.’ They've got a product, but they're not just trying to take an off-the-shelf product and throw it at us. They're really making sure it's configured and customized to our needs."
Jason Moersch
Executive Managing Director of Business Intelligence, Innovation, and Technology
The Business Challenge
Transwestern, a leading full-service real estate firm, faced a technology challenge: their property management framework was operating on SharePoint 2010, a platform that had reached end-of-life and could no longer support their growing operational needs. The legacy system prevented them from accessing modern Microsoft 365 features and created limitations for their property management teams. Rather than simply upgrading to an on-premises SharePoint environment, Transwestern recognized the need to fully transition to the cloud.
Implementation Approach
The most significant change management challenge was transitioning users from traditional folder-based document organization to a tag-based metadata system.
"Using the tags was a whole new concept for our team members, going from the Windows folders to tags in Prop360," explains Joaquin Trejo, Sr. Director, Asset Services Technology at Transwestern. "While it was a change in process, adoption progressed smoothly with training and support.”
The REALTY|share team helped Transwestern overcome this through extensive training programs and support materials, one-on-one sessions with users who needed additional help, demonstrating the improved efficiency of tagging versus folders, along with patient and iterative approach to behavioral change.
Realization of Results
One of the most significant benefits emerged when Transwestern centralized numerous key accounting functions through a partnership with an outside consulting firm. The standardized Prop360 platform was instrumental in making this centralization successful.
"Because there is this unified platform, they know exactly where to go to drop files, to retrieve files. Because it’s all under the same protocol," explains Jake Smith, Senior Vice President and Director of Asset Services Operations at Transwestern.
The integration of property data from Microsoft Dynamics has improved operational efficiency with quick access to key property information. Having a single source of truth for all property related activities enhanced data accessibility.
"At a very high level, it enables centralization for a very decentralized process happening out in the field," summarizes Jason Moersch. This approach reinforces Transwestern’s commitment to standardized processes and data management across the portfolio while enabling local property teams to operate effectively in their specific contexts.
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