Property managers deal with a wide variety of incoming requests at all hours of the day so it can be easy to feel buried under a mountain of emails, voicemail messages from contractors, appointments with prospective tenants, and government snail mail.
Whether you consider technology a friend or foe, today’s nonstop whirl of communications and activity requires modern property managers to innovate. It’s important to not get stuck in the weeds when selecting tools to power your workday, so we’ve compiled recommendations for utilizing technology to make your day-to-day processes and communications easier.
Physical paper files are the enemy of efficiency. To automate your workflows and centralize important files and information in the cloud to easily access them anytime, you’ll want to digitize existing processes that involve old-school paperwork. In other words, look for opportunities to turn paper documents into editable digital files, by using browser-based editing tools, or gathering data via online forms like Google Forms that feed those responses into a Google Sheet.
If you don’t have one already, your first order of business is to find a proven property management software. This will help you automate appointment and information requests, schedule and notify tenants of property inspections or repairs, and allow prospective clients to view photos or renderings of a unit, all without having to manually respond. Think of a property management software as the first-line virtual assistant that helps you process and prioritize requests.
When you do have a tenant ready to come on board, digitize the lease signing process either through your property management software or a digital signing application like DocuSign. You'll remove the need for a final in-person appointment to sign documents, which can be especially tough for couples or out-of-state tenants. Sometimes, it can take weeks to get everyone to find the time to meet within business hours.
Install a chatbot on your leasing website that allows prospects to ask questions before requesting a walkthrough of a unit or apartment. Automated chatbots have greatly improved recently and help many companies qualify in or out prospects that would otherwise call in and take up your time. If a prospect is ready to come in for a viewing, Drift’s chatbots take automation one step further by setting the appointment for you and your prospect.
Use an SMS messaging app (like EZ Texting) for the tenants and prospects that prefer to communicate that way. Your property management software might come with that capability, but if not, you might consider adding it to the mix to automatically remind tenants that rent is due (or late) or notify of an upcoming repair or inspection via text.
Shameless plug: you can eliminate the need to process checks at the bank by digitizing your mail and automating deposits by using Earth Class Mail’s automated check deposit solution. You’ll save countless trips to the bank and have the ability to see what checks you’ve received in the mail from the comfort of your desktop or smartphone.
If you have any other tips, please drop them in the comments section below!