Plan the busy CAM season
A season plan joins demand, files, and staff time.
Do not count all client interest as ready work. Track five demand stages. Add maker, checker, and signer time.
This plan does not set one CAM season date. Each lease and statement has its own facts. Your firm enters those facts in the plan.
Build one season calendar
Give each client site one row. Keep the date source beside each date.
| Field | What to log | Who owns it |
|---|---|---|
| Expected statement | Firm-set guess and basis | Client lead |
| Statement received | Date and send source | File owner |
| First client note | Sent date and message | Client lead |
| Reminder | Firm-set date | Client lead |
| File ready | Gate pass date | Intake lead |
| Case accepted | Scope start date | Service owner |
| Client choice | Client-set need date | Client lead |
| Lease window | Signed words and date proof | Senior reviewer |
An expected date is a firm guess. Mark it that way. Do not turn a guess into a lease fact.
MRI lists invoice checks and key date work as lease tasks. Those tasks support the calendar fields. MRI gives no season demand rate.
Save the statement send source. It may be email, mail, or a portal. Legal timing can turn on the lease and facts. Send that issue to counsel.
Split demand into five stages
Use one count for each stage. Do not add the stages as if each were new work.
| Stage | Clear rule | What it means |
|---|---|---|
| Expected | A statement may arrive | No client ask exists yet |
| Contacted | The firm sent a note | The client has not said yes |
| Promised | The client plans to send files | The file may still be weak |
| Ready | All hard file gates pass | The firm may assess fit |
| Accepted | Scope, owner, and signer are set | Work can enter the queue |
The ready count tells you what staff could start. The accepted count tells you what staff did start. Keep both visible.
Accruent lists key dates, terms, clauses, and repeat costs as lease fields. Use those fields to test file state. They do not set your ready rule.
A client note may get no reply. Keep that site in contacted. A soft yes stays promised until the files pass the gate.
Gate each ready file
Your firm must mark each file as ready. Write the rule before the season starts.
| Gate | Pass proof | Hold step |
|---|---|---|
| Client go-ahead | Named client says yes | Ask for a named owner |
| Lease chain | Signed lease and changes | Ask for the missing file |
| CAM statement | Period and lines are clear | Ask for the right pages |
| Date source | Lease words and send facts | Route timing for review |
| Work scope | Task and limits are clear | Narrow the ask |
| Signer | Senior owner has time | Do not accept the file |
Do not hide a file gap in the score. A near client date does not make a weak file ready.
The intake lead can use the case scorecard. Use it after these gates pass.
Add three staff lanes
Ready demand must fit three lanes. Count maker, checker, and signer slots by week.
| Lane | Work in the lane | Firm-set slot unit |
|---|---|---|
| Maker | Build source file and first work | One accepted file |
| Checker | Test sources, class, and math | One checked file |
| Signer | Read limits and approve delivery | One signed file |
Do not count a staff hour from this guide. Your firm sets each slot. Use past time logs if you have them. Mark each slot as a firm rule.
The smallest lane sets the safe intake cap. Ten maker slots do not help if two signer slots exist. Move no file past the lane that lacks an owner.
Keep hard files in a separate row. A tax issue may need a tax owner. A legal issue may need counsel. Do not place those files in the base lane.
Use four queue triggers
Set a trigger before the queue gets full. Each trigger needs one action and owner.
| Trigger | Signal | Firm action |
|---|---|---|
| Watch | Ready work nears the safe cap | Add a daily queue check |
| Pause | Ready work meets the safe cap | Pause broad client notes |
| Narrow | Signer or checker lane is full | Take only set file types |
| Add help | A trained owner has open time | Add that approved owner |
Do not add a reviewer just due to high demand. Check skill, role, and signer rules. The service owner must approve the change.
If no help exists, change the service promise. Narrow scope or defer intake. Do not hide the delay after a client says yes.
Plan outreach by file state
Do not send one note to every client. Match the note to the stage.
| Stage | Note goal | Next proof |
|---|---|---|
| Expected | Ask client to save the file | Statement receipt |
| Contacted | Restate the file list | Client reply |
| Promised | Name the open items | Complete file |
| Ready | Confirm fit check | Firm scope choice |
| Accepted | Confirm dates and owner | Work start record |
Hughes Marino treats cost review as repeat lease work. Use that service point only. Do not use its spend claims.
Keep reminders useful. Name one missing file. Name one next step. Stop broad reminders when the queue reaches its pause trigger.
A client may need a choice before your slot opens. Tell the client at once. Offer a narrow scope only if your firm can support it.
Run the weekly season check
Set one short meeting for the queue owners.
- Count each demand stage.
- Count open slots in all three lanes.
- List held files and missing proof.
- Check each client choice date.
- Check each signed lease window.
- Apply the set queue trigger.
- Save each change and owner.
Do not blend expected and accepted work in the same chart. Use separate lines. This makes the gap clear.
The service owner can ask five more questions. Which lane is tight? Which file can wait? Which file needs a senior read? Which note must go today? Which case should not start?
Keep a short log after the season. Note what caused holds. Note which lane filled first. Use those facts for next year. Do not make a public result claim from that log.
Set the client readout gate
Demand planning ends at signed delivery. It does not end when a tool runs.
| Check | Pass rule |
|---|---|
| Source | Each key fact links to a page |
| Math | Checker can repeat each input |
| Limits | Open gaps are easy to see |
| Client note | The note makes no result promise |
| Signer | Named owner approves the file |
The signer can approve, return, hold, or route the file. Save that choice. A returned file goes back to a named lane.
Use the review and sign guide for the full gate. Use the branded report map for the client moment.
Where CAMAudit fits
CAMAudit runs branded CAM audits for lease admin firms. It starts when an accepted file is ready.
The tool can flag review items and cite source lines. Fixed rules run the math. It does not set your season dates or queue cap.
The firm picks work from its season queue.
CAMAudit builds a branded CAM audit.
The lease admin firm uses a review-and-sign step.
The firm sends the signed report to its client.
CAMAudit can make the dispute letter draft. Your firm must read it. Your firm signs it. This is not legal advice. Have counsel review before sending.
Start at Practice Growth. The lease admin pillar joins this plan to the full offer. The lease resource hub holds the normal topic path.
Keep the file request SOP by the calendar. Use the quality rubric at the client gate. Keep the signoff sheet there too. The scope letter names limits. The source meeting plan helps gather files.
Put this calendar in the service line guide plan.
Match queue promises to the lease admin service model.