Overcoming Obstacles to Implementing a Proactive Code Enforcement Program
Proactive code enforcement is a style of enforcement that involves actively going into the community and looking for violations, usually through scheduled inspections or neighborhood patrols. By contrast, reactive code enforcement involves responding to complaints from the community.
Most code enforcement departments operate on either reactive-only practices or a hybrid approach that includes some proactive practices – yet most agencies that we talk with at Comcate say they aspire to be more proactive.
The Benefits of Proactive Code Enforcement
Because it relies on prevention and early intervention, proactive code enforcement offers a number of benefits for agencies and their residents.
Increased voluntary compliance
When you can catch the problem earlier, you’re pointing out issues before they become too costly to fix or become a hazard to those living with them. When the problem is easier to fix, it improves the chances of the property owner taking the initiative themselves.
Reduced abatement costs for residents and agencies
Clean-ups and work orders can be expensive and are often viewed by leadership as a “negative” metric. Catching the problem early can keep abatement costs down – and keep your leadership happy.
Increased trust and better public perception
Proactive code enforcement has the ability to build trust with internal stakeholders, as well as the community. It increases touchpoints with residents, which can help to build awareness and acceptance of the role of code enforcement, and ultimately build stronger relationships with the community. It can also help to build trust internally, by holding code enforcement accountable.
More equitable enforcement
When your method of code enforcement is solely complaint-driven, there is always the risk of unequal enforcement. It’s the classic “squeaky wheel gets the grease” scenario. Marginalized communities are often less likely to report issues or know what their rights are and consequently don’t always receive the same level of enforcement as other areas of the community.
Obstacles to Implementing Proactive Code Enforcement
While there are many benefits to proactive code enforcement, there are also many obstacles to implementing proactive practices. Here’s a look at the common challenges to becoming more proactive that we regularly see.
Obstacle #1: No Support from Leadership
In our webinar on proactive code enforcement, 20% out of more than 300 participants said that one of their biggest challenges to implementing a proactive program was lack of support from leadership. This often arises because leadership doesn’t understand the benefits of a proactive approach or is hesitant to change current practices.
To foster internal support, start by putting together a plan. Depending on your situation, this could be a multi-page document or it could be a simple statement. Education is key to getting leadership on board – as are tangible results. Showcase the benefits of proactive code enforcement, and demonstrate the ways in which your plan could bring a return on “investment.” For example, you might say, “We think this plan could reduce abatements by X% or increase compliance by X%.”
Be clear in your plan what sort of support you need, whether that’s simply permission to dedicate time in a set period to working on that project, technology to make practices more efficient, or help with awareness.
Obstacle #2: Lack of Knowledge + Red Tape
For some officers, the hardest part to enacting a proactive program is just getting started, either because they don’t know how to, or they feel it’s too difficult to change their current processes.
If you are unsure how to get started…
Start small. Switching from reactive to proactive overnight is neither smart nor sustainable. Many clients we work with incorporate proactive enforcement practices in small ways. Some only do it seasonally by conducting sweeps for overgrown grass or short-term rentals in the summer or snow removal in the winter. Some set aside just one afternoon a week to go into the community and look for violations.
Once you’ve settled on an approach, set a specific period of time to run a pilot program, and determine how you are going to measure success. At the end of the pilot program, review the results to see what went well and what could have gone better – then revamp your program and go again.
Pro Tip: For more on measuring the effectiveness of code enforcement activities, check out our article The Value Of Key Performance Indicators (KPIs) in Code Enforcement.
If it feels too difficult to change your processes…
Maybe the most daunting part of incorporating proactive practices is figuring out where to fit them in your current operations. If that is the case, consider doing a review of your standard operating procedures (SOPs). Regularly reviewing and revising SOPs is a best practice for code enforcement as it gives you a chance to hone in on what’s working and make changes to areas where you could be more efficient. As you review your SOPs, start looking for ways to incorporate proactive practices.
For a more in-depth guide on how to review SOPs, check out our article Creating Standard Operating Procedures (SOPs) in Code Enforcement.
Obstacle #3: Lack of Resources
More than half (56%) of the participants in our webinar on proactive code enforcement reported that resources – whether it be time, technology or staffing – are their biggest obstacle to implementing proactive practices.
It’s unlikely that your leadership will give you extra personnel or massive amounts of budget to use in starting a proactive program, but there are ways you can apply creativity and persuasion to gain a few extra resources. Ask your leadership for permission to dedicate a few hours a week or one day a month to working on a proactive program. You can’t gain more hours – but you can get official permission to allocate them differently. And while extra staff might be out of the budget, there might be wiggle room for tools and technology that increase efficiency, allowing your team to do more with the personnel you already have.
The Benefits of Technology for Proactive Enforcement
As proactive code enforcement relies heavily on time in the field, equipping yourself with appropriate technology can be monumental in making proactive enforcement more efficient. Tablets and iPads with WiFi and built-in cameras make it easy to document violations in the field – especially if your tablets are equipped with field-ready software like Comcate’s Code Enforcement Manager, which lets officers open a case in the field in just 2 minutes or less and access GIS information to look up information on property owners and previous case history.
Back in the office, good tech can also help with the planning stages. The ability to run reports can help identify trends that inform your area of focus for proactive practices. With Comcate, you can also view cases geographically to help gather geo-intelligence when determining areas of your community to focus in for enforcement activities.
Schedule a Meeting with Comcate Today!
Learn how Comcate can help make government delivery simple, and offer a modern digital experience to help you increase transparency, efficiency, and performance across your departments. If you have any questions about implementing our software, please fill out the form below or call us directly at (415) 632-1248.
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