Don’t Break Your Back-Let Your Property Management Strategy Work Smart For You

Industry Observer with Property Matrix

Technology is gradually revolutionizing the entire real estate industry….and it’s happening fast. Unfortunately, many property managers and realtors are yet to get the script right. Yeah, of course you’ve already shifted some operations online and consequently leveraging multiple software at the same time- so what could you possibly be doing wrong? Isn’t combining personal notes, whiteboards, personal memory and various online software versions good enough in running a property management business? What else would you need to streamline your workplace?

Well, this, I assume should be a very controversial subject among real estate professionals, especially ones who’ve been in the industry for a couple of decades. They have literally experienced it all, and have managed to hold their businesses together, even with a couple of hand-prepared ledgers and files. So, how would technology possibly revolutionize their businesses?

Before we jump into the facts, let’s explore some scientific studies on task management. University of Hamburg conducted a scientific study which revealed that the human mind focus drops from minutes to seconds when we are on the web, especially when we’re are using different tabs and tools. According to Associated Press, human ability to pay attention stood at 12 seconds in the year 2000, but subsequently dropped to 8 by the year 2008. Evidently, we’re paying less attention as technology continues to develop, which should subsequently reduce productivity.

So, what am I driving at here? Are these studies indicating that property managers were more productive before technology? Well, of course not. Technology makes things easier, but trying to adopt many different software versions in your firm could hinder efficiency. The internet has come with many social tools that distract us from our management workflows, especially when we begin shifting from one package to another. Workloads increase and collectively streamlining them becomes more difficult especially on different software versions.

Evidently, adopting property management software is not just enough. You need to develop an effectual system comprising of a single comprehensive software, tailored to efficiently handle all management operations including work order plus maintenance tracking, in a way that streamlines your entire business according to your objectives. And that’s, precisely letting your software work smart for you. This is what it entails:

Managing All Your Maintenance Operations From One Place

A property management software like Property Matrix allows you to integrate and manage all your maintenance operations from one place. You don’t have to keep memorizing multiple usernames, contractors’ contacts, repair websites and what not. All current, pending and past maintenance processes and projects are right within the software, in one expansive, user-friendly platform.

Well, of course there are many contact management sites within the internet…probably millions or so. And smartphones plus tablets are even coming with pre-installed contact management applications. So, why would you need another third party application to store your contractors’ contacts, while you can simply compile them into one group through a contact management software?

The thing with Property Matrix is…it’s not just a database for maintenance contractors. You’ll also be able to track all the processes, from the first time they are brought up by tenants to completion. Oh yes, that’s right…you don’t even have to scout your properties to call in a contractor. A tenant can simply lodge a request through the system, and you’ll be able to disburse payments within it when the work is done. Pretty neat, huh.

Prioritizing Tasks

One of the biggest headaches of property management, especially when you manage an expansive portfolio of properties, is handling many tasks at the same time. Dealing with many tenant applications while maintaining properties and tracking payments or work orders at the same time could be very cumbersome, particularly within the busiest tenant turnover seasons. Efficient management of such tasks requires a good prioritization and delivery process. But, in most cases, when the load becomes too heavy, a bulk of property management businesses outsource to other service providers, or worse, procrastinate.

In his book The Art of Procrastination, John Perry argues that “people can dawdle to their advantage by restructuring their to-do lists so that they are always accomplishing something of value. Well, that seems legit to procrastination sympathizers, but psychological scientists believe otherwise- failure to prioritize through procrastination greatly hinders efficiency. So, it only makes sense to conclude that through a systematic alignment and prioritization of tasks and subsequent scheduling, a good property management software obeys the laws of science.

Eliminating Geographical Borders

One thing, I have to admit, that many property managers don’t do, is travelling often. A vacation in the middle of the month, especially for a head manager, would be detrimental to your firm. Why would you even travel in the first place, yet property management, especially when you’re system is entirely offline, requires on-site supervision? Who would conduct maintenance management on your behalf?

A property management system does exactly that- it eliminates borders, allowing you to remotely coordinate your work orders and maintenance requests. You could easily coordinate manage multiple maintenance processes on properties in Miami all the way from Washington. And once they have been marked complete, payments are disbursed to respective contractors. Additionally, you’ll be able to receive payments straight to your system and bank them without physically meeting your tenants. As a matter of fact, you might only need to see your tenant during the screening process, and possibly as he/she moves out. The latter however, is not critical since you can comfortably manage the tenant turn over process right from your management system.

And that’s not all there is to offer with a comprehensive and reliable property management system. This piece has only zeroed in on task handling maintenance management. I plan to delve deeply into other critical software features in subsequent posts, to help you get a good feel of what the fastest growing property management firms are using to propel their businesses.



Comments (12)

Frank Harper
Idaho Family Real Estate - Boise, ID
Broker/Owner, Realtor, GRI, SFR.

Welcome to ActiveRain! Congrats on your first blog here in the Rain! Keep blogging and making connection here in the Rain!

Nov 17, 2016 04:51 AM
Davis Porter

Thanks Frank! I'm enjoying myself already :)

Nov 17, 2016 06:36 AM
Carol Williams
Although I'm retired, I love sharing my knowledge and learning from other real estate industry professionals. - Wenatchee, WA
Retired Agent / Broker / Property Manager

Hi Davis,
Technology is so beneficial in every aspect of real estate. Thanks for the interesting post.

Welcome to ActiveRain.  It's a wonderful place to share your knowledge and learn from other industry professionals.  

Nov 17, 2016 08:02 AM
Sybil Campbell
Fernandina Beach, FL
Referral Agent Amelia Island Florida

Davis Porter, welcome to Active Rain and congrats on your first blog post.  This is a great place for networking with awesome professionals and learning about other real estate markets.

Nov 17, 2016 10:29 AM
Paul S. Henderson, REALTOR®, CRS
Fathom Realty Washington LLC - Tacoma, WA
South Puget Sound Washington Agent/Broker!

I don't manage my rentals because I leave it to a professional and always will. Congrats on your first blog and your choice of joining ActiveRain Davis Porter!

Nov 17, 2016 02:19 PM
Robert Vegas Bob Swetz
Las Vegas, NV

Hello Davis

Quite a long post for the first time around and welcome ...

Nov 17, 2016 02:22 PM
Bob Crane
Woodland Management Service / Woodland Real Estate, EXP - Stevens Point, WI
Forestland Experts! 715-204-9671

Good advice Davis.

Welcome to Active Rain, looking forward to reading many more of your posts, let me know if there is anything that I can do to help as you get started here.
All the best of success to you.

Nov 17, 2016 02:40 PM
Barbara Todaro
RE/MAX Executive Realty - Happily Retired - Franklin, MA
Previously Affiliated with The Todaro Team

Good morning, Davis Porter the power of technology is felt in ever profession, but none more than the real estate business.... it's a blessing for us...

Nov 17, 2016 09:17 PM
Barbara Todaro
RE/MAX Executive Realty - Happily Retired - Franklin, MA
Previously Affiliated with The Todaro Team

and welcome to's a great place to learn, share, market and network....and I hope you enjoy it and benefit from all of it...

Nov 17, 2016 09:18 PM
Richard Weeks
Dallas, TX
REALTOR®, Broker

Welcome to Active Rain.  I hope you enjoy your time here.

Nov 17, 2016 09:30 PM
Gita Bantwal
RE/MAX Centre Realtors - Warwick, PA
REALTOR,ABR,CRS,SRES,GRI - Bucks County & Philadel

Good luck in achieving your  goals on active rain.

Nov 18, 2016 05:01 AM
George Souto
George Souto NMLS #65149 FHA, CHFA, VA Mortgages - Middletown, CT
Your Connecticut Mortgage Expert

Davis welcome to ActiveRain and congratulations on posting your first blog on this site.

Nov 18, 2016 08:58 AM
Jim Smith
The Property Management Company - Round Rock, TX

Property Management Software has come a long way in the past 20+ years.  The industry has finally begun the evolution of asking (and, in many cases, actually listening), to what we really need.  We recently changed software from the industry giant to another firm because they have done just that.  It is still imperative that the software has a solid, strong and deep accounting package.  Yet it is far more than that now.  As you mention, it must easily track all aspects of maintenance; but it should also be able to have Tenant/Owner portals with real time accounting and activity, screens that automatically pop up when either call in, project management ability to auto populate calenders when events occur (move-ins, move-outs, make-readys, vacancy notices, evictions, etc.), and above all, eliminate the need of having multiple software and apps to monitor. Welcome to ActiveRain, and I look forward to your future posts!

Nov 21, 2016 10:14 PM