Drive value for your business with office management software

Data: 2020.12.30

Automated processes and increased work performance are key features of successful business, especially of office building management business. It is not impossible to reach this point of success if you choose right tools for the journey – office management software is surely the first one to try. System that is built specifically to meet property management needs provides you with intuitive features that helps in everyday tasks, maximizes occupancy levels and lets to manage your tenants effectively.

Office tools for all the major needs

Office management software is the all-in-one solution that helps in every part of your work from contract creation to tenant invoicing and financial accounting.
Office tools makes you able to create and store whole company’s data in one place so everyone who has access to it will have an opportunity to read, change and contribute all in an intuitive and easy-to-use interface. Also, using office management software you can work more productive creating lease contracts on your branded templates with all the contract data filled in automatically, set up various pricing rules, add multiple services or lease units to one contract, and set reminders on contract expiration date. As long as you use the system, there will be nothing obligatory to remember, because notifications are set to inform you about important events.
Furthermore, system lets to manage your rental pipeline and ensure the sales team is organized: you could track and monitor leads and opportunities in the pipeline for all vacant premises and see whether there are enough opportunities to achieve sales goals. Because of these office tools, you will get a better understanding as to whether certain deals need special attention and what actions are needed to close more sales.
In addition to this, on the same platform you can create unit tree view and keep there all the information related to your properties or buildings. That means even more important data is stored at the same place online where everyone who has access could reach it. Here you can keep track of unit area changes, add assets to units, upload pictures or floor maps. It is possible to have building, floor and unit data, or create even more levels as per your business.

Software management tools for managing your tenants

Using office management software you will have all the tenant related data in one place and will be able to reach it at any moment and from anywhere in the world. All information including legal name, addresses, billing information, contacts for communication, personal data (as per GDPR requirements) etc. is stored online. Also software management tools allow tracking due invoices, late payments, balance and credit history of the tenants.
Furthermore, you customer retention could be increased by using tenant self-service portal. It allows tenants of a property-management company to access their accounts instantly anytime, anywhere, using internet access and avoid emailing or unnecessary calls. Whenever tenants have a question about payments, invoices, contracts or work orders, they can find everything by themselves, so your employees save their time previously spent answering questions and searching for information related to particular tenant.
Tenant self-service portal helps to decrease possibility of miscommunication too. Here tenants can check their contract details, track work orders, download invoices and see payment history. They can also enter retail shop sales amounts and submit communal services meter readings. Software management tools like self-service portal make tenants satisfied and glad because of the services they receive.

Integrated solution for efficient office building management

For the quick and convenient office building management, system lets to setup meters and track meter readings, assigning several lease units for one meter or several meters for one lease unit. In addition, office management software allows calculating common area maintenance fees. It includes fees for maintenance, heating, electricity, water supply, etc. that could be distributed automatically based on the rules set up.
In order to save costs, maintenance work could be planned using the system too. Office management software allows assigning tasks to another person in charge or creating a recurring maintenance schedule for such works as assets inspection, elevator checks, etc. On the other hand, unexpected maintenance tasks delegated from tenants could be registered on the system where they are easily tracked. You are able to assign particular employees responsible for work, review work orders and schedule appointment dates and times needed for the work orders.
What is worth the mention, all property maintenance history is saved on the system, so it is easy to check and get information when specific maintenance tasks were completed and which employee have been responsible for the task.