7 Signs You Need to Switch Your Property Management System

Feb 27, 2023

You may feel like you’re getting by with your current property management software system — but a closer look might tell a different story.

Maybe your processes are inefficient, workflows feel overly complicated, or documentation and reporting could be more organized. Perhaps your residents are asking for online features such as amenity reservations, or perhaps your team is finding a lot of errors in doing everything manually.

These are key indicators that it’s probably time for a property management software upgrade. By investing in a new, updated system, you’ll be able to simplify maintenance and operations, streamline communications, and run a better building.

If you’re still not sure when it’s time to take the leap — or asking yourself, “What is property management software really going to do for my community?”— check out our list of nine clear signs it’s time to invest in a better property management software system.

1. Your staff is doing everything manually

From employee time tracking to vehicle management, your administration team has a lot to keep track of. If your staff is doing everything manually, they may find it difficult to find what they need, when they need it. These inefficiencies can quickly lead to wasted time, resources, and money.

Fortunately, the right property management software systems can help you streamline all record-keeping and administrative tasks. Automated reports and analytics, amenity reservations, and online payments deliver a superior resident experience and allow you to run a better community.

2. You record maintenance and inspections on paper

A recent survey found that 80% of property managers are involved in coordinating or performing building maintenance. With so much on their plate, it’s easy to see how maintenance responsibilities could become overwhelming — especially when requests and inspections are recorded on paper.

However, the best property management software systems make it easy to digitally submit repair or service requests. Available through both the online property management software and mobile apps, residents can quickly submit photos, provide instructions, and give permission to enter their unit. Convenient property management systems offer status updates and completion notifications, keeping everyone in the know.

3. You communicate using flyers and email

Whether you need to announce a water shutoff or advertise a community event, it’s critical to have a reliable, effective way to communicate with your residents. If you’re relying on flyers or individual emails to reach them, it’s a clear indicator that you need a new property management system.

Modern property management systems provide automated tools that streamline and improve communication between residents and staff. Residents can get quick access to announcements and event calendars through their preferred channel: an online community portal, mobile app, or even through their smart home device.

4. Your current system doesn’t integrate with other tools

Another tell-tale sign of outdated property management technology is when your current software doesn’t integrate with your other applications. This can create bottlenecks that make even small day-to-day tasks more complicated.

Modern, cloud-based technology is made to fit seamlessly with your other property management tools, including:

  • Accounting: Effortlessly update resident move-in and move-out data, account balances, transactions, and more.
  • Package management: Centralize package locker delivery records, so residents never miss an important package.
  • Payment solutions: Manage dues, deposits, and other fees.
  • Building access systems: Reduce time spent on redundant resident data entry, minimize unwanted access to the property, and improve the resident experience.
  • Smart home automation: Give building access or control unit lights, blinds, doors, and thermostats through one mobile app.

Having a simple, effortless way to integrate all of your systems saves you time and resources, while also improving the user experience.

5. Amenity reservations and property events are recorded on paper

The more residents you have, the more difficult it is to keep track of amenity reservations and property events. Using a physical planner increases the chances of errors like scheduling on the wrong date or unpaid fees.

Alternatively, today’s property management software systems give residents a convenient way to reserve amenities and facilities online. These features reduce your staff’s workload and the chances of scheduling errors. Best of all, you can customize reservation settings to work within your existing rules and policies, and residents can pay any related services and fees using an online payment system.

6. You don’t have a digital system for parking permits

Property managers across the globe are struggling to meet the increased demand for parking space optimization. 

Even though parking can be challenging for the most seasoned property managers, it doesn’t have to be. Whether you need to create a visitor parking permit or manage permits, the job can be done seamlessly within a modern property management software system. 

Parking permit modules take the burden off of front desk staff and allow residents to create their own visitor parking permits, directly through an easy-to-use online portal. System settings help enforce your parking policies and rules, increasing the safety and convenience of your building parking.

7. You don’t have a reliable way to communicate in emergency situations

Natural disasters are on the rise, with many regions seeing an increase in extreme heat, droughts, wildfires, and more. In short — emergencies happen. When they do, it’s vital for property managers to have a simple, dependable way to communicate. New property management systems come equipped with SMS text and voice broadcasting, so you can deliver time-sensitive text and voice announcements to your entire building within seconds.

Messages can be segmented for different audiences, depending on the context. For example, an announcement about a scheduled power outage may only be relevant to residents in certain towers or floors. 

Once a broadcast is sent out, you can analyze detailed reports to see who received the broadcast, which calls went to voicemail, and more. These reports increase the safety of your building and allow you to improve future communications.

Run a Better Building with BuildingLink

If you are a property manager experiencing inefficiencies, it may be time to upgrade your property management software systems.

Schedule a BuildingLink demo today to discover the difference between outdated and efficient property management software. Our superior solutions give you the right technology to guarantee higher resident satisfaction.


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