Cumbersome. Monotonous. Time-consuming. Not words we’d want to use to describe any task we do at work. But for many tasks in a property management business, these are words that might be used to describe all manner of tasks. Because in a property management business there is a lot of juggling going on. Property management involves communication between so many different people. And that takes a lot of time, effort, and close management.
So we’re going to look at three simple ways to introduce efficiencies to your property management business specifically in the area of repairs and maintenance.
Bring communication into one place
Even in our personal lives, we have a myriad of methods to message and make contact with people. I don’t know about you, but I do often find myself forgetting to message someone back because it’s not one of my ‘usual’ modes of keeping in touch with people.
In our business life, when we use a mix of email, phone, letter, social media, and text to communicate, it makes organising any task more complex than it really needs to be.
Messages are flying in and out of anywhere and everywhere and they all need to be seen, responded to, and then managed beyond that.
When dealing with repairs and maintenance, this can mean the difference between reacting to a job quickly and with ease. Or having to firefight with stress and haste.
By bringing all communication about repairs and maintenance into one place, all messages in and out of the business, from property manager to contractor, can be tracked and managed easily.
Replace as many manual tasks as you can with automated tasks
Communication is only one part of the repairs and maintenance puzzle. There are so many other tasks that have to be carried out to ensure a smooth and consistent level of service for everyone involved.
When you replace manual repairs and maintenance tasks with automated ones – wherever you can – you begin to introduce efficiencies and remove unnecessary blockers or potential areas for error.
Invoicing is a great example of this. When invoices are generated automatically, so much of that manual process is removed and free’s up precious time for the team to spend doing other, more useful tasks.
Connect departments wherever possible with the information they need
This is an amalgamation of both automation and communication. When departments are not joined up, and it requires manual processes in order to do so, that creates room for error.
Communication can also break down when departments aren’t automatically connected. When people in the team don’t know or aren’t aware of who a particular task must go to, or who needs to be involved in a task, confusion abounds and mistakes are made. This can lead to departments being excluded from important matters or decisions. Or worse, affecting owners.
It is far easier for all when departments are linked automatically. Notifications and information can and should flow freely without much need for human intervention. And when there does need to be human input, it is guided by an automated process.
So there you have it, our three simple ways to introduce more efficiencies to your repairs and maintenance process in your property management company. Have you recently reviewed your repairs and maintenance process? Do you know if everything you’re doing is maximising time, effort and ROI? We’re certain there are many more solutions, it’s about finding what’s right for your team, your contractors, and of course, the owners in your portfolio. It’s useful to take that time to identify where you can really make small tweaks that will make a big difference and we think repairs and maintenance is one such area.
This article was written by Brian Welsh, our MD. Brian is keen to help property management companies thrive. If you would like a fresh pair of eyes on your business, and help to identify key areas for efficiency improvements, visit Brian’s website for more information.
You can also get in touch with the Blockworx team to find out how we can help you.