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Knight Frank Promise, the facilities management team at Knight Frank, needed to modernise their permit processes to improve efficiency, governance, and data tracking. Their existing paper-based system for issuing permits to work was time-consuming, error-prone, and lacked robust audit trails. The challenge was to adapt the system to include two sets of Terms & Conditions; one set for the supplier and one set for the tenant and include daily questions to track on-going hazards while works are being carried out.
Knight Frank Promise partnered with TAP to implement a tailored digital permit solution designed to their specific requirements. The new system replaced the outdated paper processes with a streamlined digital workflow, offering numerous advantages:
Efficiency
The digital platform limits manual data entry, reducing the administrative burden and accelerating the permit request process. It moves the responsibility for requesting a permit to the contractor.
Adaptability
To cater to Knight Frank Promise’s unique needs, the system incorporated two distinct sets of Terms & Conditions – one for contractors and another for tenants. This ensured clear communication of expectations and obligations for each stakeholder group.
Governance
Visibility regarding who requests and approves permits sits at the core of delivering a safe system of work. Individual permissions allow the system to separate roles and define a clear management structure that removes the blurring of lines.
Integration
The permit system seamlessly integrated with TAP’s visitor management module, enabling real-time proof of attendance tracking. This cross-module integration provided a comprehensive view of on-site activities, enhancing security and compliance monitoring.
Data capture
The extended permit process is supplemented with additional Start of Day and End of Day questions the contractor is required to answer. Focussed on managing any additional daily hazards, answers to these questions are captured and stored on the permit.
The implementation of the digital permit solution delivered several tangible benefits to Knight Frank Promise:
Streamlined processes
By eliminating paper-based workflows, the digital system significantly reduced processing times, enabling faster permit approvals and improved responsiveness to stakeholders.
Enhanced security
Digital permits with unique identifiers and robust access controls minimised the risk of unauthorised access or permit duplication, enhancing site security.
Comprehensive audit trails
Every permit request, approval, and on-site attendance was automatically logged, providing detailed audit trails for compliance and reporting purposes.
Improved data management
Centralised digital records facilitated efficient data retrieval, analysis, and reporting, enabling data-driven decision-making and better resource allocation.
Environmental sustainability
The paperless solution aligned with Knight Frank Promise’s sustainability goals, reducing their environmental footprint and contributing to a greener future.
All systems need time to flourish and grow and with its flexibility and adaptability, TAP continues to work with Knight Frank Promise via their Super-Users Group. Seeing how the system performs and receiving such good feedback fuels the desire to refine how it operates to give the users the best permit to work experience they can buy on the market.
By implementing TAP’s tailored digital permit solution, Knight Frank Promise successfully transitioned from a cumbersome paper-based system to a secure, efficient, and adaptable digital platform. The customised solution, with its unique features like distinct Terms & Conditions and visitor management integration, empowered Knight Frank Promise to streamline operations, enhance security, and gain valuable insights through comprehensive data tracking and reporting.
This is a system Knight Frank Promise had a hand in developing and that they are proud to promote across 650 properties.
“This isn’t a system of individual modules, they have thought about how each module can work in partnership together. Linking the Permits with the Helpdesk and Visitor modules allows for a more streamlined business process.”
Mark Cook
Associate Director
