As more and more consumers are expecting a quick and easy digital answer, government seems to be lagging behind.
This can be seen most in offices handling property assessment. Taxpayers want to be able to quickly access websites and complete tasks, instead of having to come to an office and stand in lines.
Even though government offices do not function the same way traditional businesses do, there are some small steps local property assessment offices can take to operate more efficiently, while also increasing taxpayer satisfaction.
Limit Required Office Visits
Taxpayers do not want to come into government offices. It takes time out of their busy work schedules to come, wait in line, and fill out paperwork. Most of the time, the paperwork can be done at home. Even better, avoid the physical paperwork all together and allow taxpayers to fill out and submit your different forms and applications online.
Resolve Appeals Quicker
Of course everyone wants everything done quicker. But most assessment offices handle appeals in a painstakingly manual way today.
Typically an appeal comes in on paper which is passed on to two or three individuals (who already have stacks of work waiting for them) for review and approval. Depending on how the appeal escalates, paperwork could be stuck on someone’s desk in another location…meaning it may be several weeks or months before that taxpayer gets a response.
A simple way to respond quicker is to facilitate this process electronically. Allow taxpayers to fill out an appeal form on your website, and then pass the appeal through your workflow electronically. Each approver can then make notes, approve or reject, and keep track of the appeal’s status in the workflow.
Get Rid of Paper
Filing cabinets are high risk. They are not secure. They can easily be destroyed in a storm or fire. And they are extremely inefficient. Yet, most property assessment offices are still storing all of their documents in filing cabinets.
Instead of just creating and adding more documents to files, utilize an electronic document management system (EDMS). An EDMS allows quick searches and access to documents on a computer, even remotely. This is especially useful for appraisers in the field. The ability to access documents quickly, securely and remotely means that your task can be completed in half the time.
KeyMark has set the standard for over 20 years helping local government offices reach higher efficiency and productivity. With state of the art software like OnBase, Docuware, Kofax and Forms InMotion, KeyMark can help your office be the tech-friendly solution your taxpayers desperately crave.