A few tips to get the most out of Imfuna
In order to get the best from Imfuna, we've developed some useful hints and best practices. Follow our handy guide below to use all the best features and get maximum reporting accuracy.
Dictation Techniques for Great Transcriptions
Good dictation resulting in great transcriptions that just need your review:
Concise/Clear (know where your mic is on your mobile device)
States location (ex. Interior/exterior, bathroom, right wall, ceiling, etc.)
States what your are looking at
No obscuring background noise
Poor dictation techniques resulting in transcriptions that need additional work:
Quantity vs. Quality
Excessive background noise
Dictation Fundamentals Extended:
Think of what you are going to say BEFORE recording.
3 W’s What, Where, Why:
Where: Building/Address, Unit #, Location within unit/room, Orientation (North, South, East, West), Which piece of the building system you are looking at.
What: Basic description of what it is you are looking at.
Why: What is the importance of this photo, Describe what is so fascinating about photo subject.
Use short uncomplicated sentences when you can…no running paragraphs.
Pausing is a good indicator to stop your current recording and start a new voice note
Periodically listen to notes. This way you can check:
If your voice is loud enough and you’re coming through clearly.
If your enunciation is clear.
If what you are saying understandable
Use uniform terms as much as possible.
Give location first. Include address, orientation (north/east/west/south) plus location of photo (ex. “Living room window (rear-facing) left-hand window sill”).
Briefly describe detail/condition are you documenting (window detail, flooring condition, etc.).
Briefly describe issue that photo is documenting.
Prepare for Inspection
Before going out and performing inspection, plan your trip include the following:
Try to obtain plans layout, number of rooms of property
Try to obtain any historical data
ADVANCED: Set-up template in hand held device, this will save time during the walk-through
Bring torch/flashlight/lantern as a light source to light up dark places, to help with quality of photos
Note attendees at time of inspection such as tenants and owners
If you have low connectivity set your mobile device to airplane mode to ensure no interruptions. When you are done return to strong connectivity or wifi location and start up the Imfuna app to sync with the web
Perform your work through a systematic fashion to maximize use of time and perform efficiently. This can be achieved by applying some of the following considerations:
Complete inspection room by room
Inspect common areas
Perform exterior inspection
Follow guide as set forth in the Imfuna app. with logical work flow, ie room, items in room such as walls, ceilings etc. then condition of each item
Capture Useful Data When Documenting Conditions
Apply the Following Rules:
Always start with wide view to establish location and orientation
Take multiple photos of rooms and specific items to provide a complete picture
Focus on specific components and describe accordingly – using captions with each photo can be done from the phone and on the web
Focus on detail and establish condition of items, eg. Is carpet worn, are there stains on the wall, etc.
Focus on high wear and tear items, ie floors, countertops, painted walls, corners, bath tubs, showers, etc.
Show contrast between worn and new and good condition
Describe condition and objective language. Use the condition slider provided in the Imfuna app to broadly describe whether object is new, used, worn or damaged
Add detail with notes or dictation
Use common measures to establish scale eg. Hand, finger, pencil, scale, tape measure
If unit is furnished, focus on condition of furniture
Identify Broken/Damaged Items
It is important to establish items that are broken, damaged or potentially life threatening. Apply the following:
Use photo to establish condition with description. Use maintenance flag to identify items requiring repair
Use measuring tools to establish extent of damages needing attention
Note dirty, unwashed, poorly maintained surfaces, materials and areas
Cover hidden item
Most properties have nooks and crannies in hidden areas that should be documented. Include the following:
Take photos under sinks, in closets, in cabinets, drawers and shelves
Provide dictated notes to ensure your picture is documenting what you want
Check Function of All Appliances, Switches, Etc.
Perform a simple check of the following items:
Light switches switch on and off
Check if electrical outlets/plugs function
Open/close faucets, taps, and drains
Check appliances; turn them on and off
Turn heating/cooling on and off
Operate windows; make sure they open/close properly
Check drawer slides and cabinet doors
Check fire/smoke detectors
Document Common Areas
Check the contract/lease to confirm areas of responsibility for common areas.
Document conditions accordingly using the Imfuna app to label the common areas as such.
Inspect/Document Outside Areas
The exterior is part of the property.
Document conditions accordingly. The Imfuna app gives you areas specifically designated for recording outside conditions.
Capture Meter Readings
Photograph the meters, note the serial number and condition, and log the readings.
Review Check List
Before you leave the property, check that you documented all the rooms and areas and noted all relative conditions. By clicking "done" in the Imfuna app, you will trigger a mini checklist to help you.
Review Report and Add Relevant Comments
Once your field data has been uploaded, review your field observations and notes as soon as possible.
Add any notes and comments to clarify your observations.
Add documentation as attachments for important items, e.g. insurance certificates, warranties, certificates, etc.
Share your reports with relevant parties using the email field in the report on the web.
Transparency is important; it helps to establish fair dealing and practice.
Reviews comments entered by other parties and respond accordingly.
Use Historical Record Data
Use the activity-tracking feature to note changes in the condition. Use the compare features to evaluate changes in the condition for pre-establishing dates, e.g. move in/move out.
Use the re-inspection feature to note any changes through the course of the tenancy
Document Changes Over Time
Use the Imfuna application on your hand-held device to re-inspect the property for an interim inspection. Re-inspection will provide you with the exact layout you recorded for the initial inspection.
Re-inpsections are done throughout the tenancy to document any changes, e.g. storm damage, breakage, leaks, etc.
Save data to the web and share with appropriate parties via your Imfuna account log-in. (Note: The web account will keep chronological track of activities, which may prove helpful through the course of the tenancy and the closeout.)
Document Changes to Eliminate Disputes
Once the property has been properly documented, a move-out condition requires noting any change from the move-in condition. This can be done in the same way as a move-in, except that only changed conditions need to be documented. It would be helpful to document some unchanged conditions as contrast.