Web-based software can save property managers time and money.
One of the best ways to understand the value of web-based (online) software is to compare it to traditional software. People generally think that traditional software is the best approach because once you buy it, you own it … forever. And then that’s it! No additional investments are needed. But that’s not always the case because there are a number of hidden costs that end up taking your time from your income generating activities. At the end of this article, we will show you how to take the first step to go to the web by moving your email from a traditional server to an online email service.
How can you grow your business this year without increasing your staff?
In a recent survey conducted during an AppFolio webinar, we asked property managers if they planned to add more properties this year and if they planned to increase their staff to accommodate a higher workload. Most said they plan to add more properties, but only a few said they would add more staff. This article describes the value of web-based software – how it can save you time and money, and how to take the first step when moving your email from a traditional server to an online email service.
Why would you consider using web-based software in the first place? How could it save you time and money?
One of the best ways to understand it is to compare web-based software with traditional ones. People generally think that traditional software is the best approach because once you buy it, you own it … forever. And then that’s it! No additional investments are needed. But that’s not always the case because there are a number of hidden costs that end up taking your time from your income generating activities.
Some examples of these hidden costs:
1. Software installation requires time and often consultant resources to customize and configure the application.
2. Periodic software updates to the newer / better version are usually not included and have an additional cost.
3. You have to buy licenses for everyone in your office and if you add users, you have to pay for them.
4. You will need to buy a server if you want multiple people to access the technology. Costs are installation and occasional consultant fees for fixes, upgrades, etc.
5. Training costs time and money. Traveling to the course, paying for the course, and time lost while everyone is out of the office.
6. If you are using property management software, migrating data from one system to another is costly and time consuming.
7. Ongoing support when problems arise is typically an additional charge.
The above examples primarily illustrate the hidden dollars you have to spend to purchase traditional software. But the biggest hidden cost is really the time you and your staff spend when the software is not working as it should or when you need to train a new team member or the software needs updates or maintenance. This is the time you could spend acquiring more properties, working with landlords, and managing your tenants.
How is web-based software different? Why are so many software companies moving towards web-based offerings?
With web-based software, the Internet is the server. This means:
o Access your data from anywhere and at any time: from home, from the office, on vacation, from your PDA device (Blackberry, iPhone, etc.).
o Don’t pay more for support and updates, they are usually included
o No need to buy, maintain or upgrade server hardware
o Training is usually included and applications are intuitive and easy to use
An easy place to start: switch to free web-based software like Gmail.
Most property management professionals use Microsoft Outlook for email and calendar systems. This is great while you’re in the office, but once you’re gone, you can’t easily access your email or calendar anymore. It can also be expensive to pay for an email server like Microsoft Exchange so that multiple people in your office can view shared calendars. When the email server stops working, work often stops; Without the ability to communicate via email, your staff often have to wait until the server is restored to complete important tasks. A simple first step is to move your email to an online provider like Gmail (gmail.com) so that you have access to your email from anywhere – work, home, vacation, or on the road. Gmail is safe and easy to use and a great example of the value of web-based software. Also, once your office is using Gmail, you can set up a shared calendar that is accessible and visible to all your staff members. With Gmail you have the option of using the free basic service or paying a minimal fee to use your own domain (@ company.com).
Best of all, it’s very easy to get started. Go to gmail.com and select “sign up for Gmail” and you can follow the instructions provided. You will find that it can do all the same basic email functions, as it is very much like the email systems you are used to using on a daily basis. There are two main differences: 1) You can access this email and calendar from anywhere … if you are on a Hawaii beach with a computer with internet access, you can get your email! 2) You can potentially ditch your email server and save some money each month.
Here are some suggestions on where to start and see how using Gmail might work in your daily life.
If you already have an email account, you can start by forwarding your emails to your Gmail account. You can get used to the Gmail interface and access your email from any location. You can automatically import your contacts to Gmail; this is a quick way to have your contact address book available to you from any location. You can also configure Gmail to receive email on your PDA (Blackberry, iPhone, etc.) so you can access email on the go (google.com/mobile).
Taking the next step: Google Calendar
Now that you have a Gmail account, you have more flexibility: you can receive email at gmail.com and you can access it from anywhere: home, work, vacation, Blackberry device / portable PDA. And you can start using the calendar function. Setting up a coordinated calendar system using Microsoft’s exchange server can be very complicated, but sharing Google calendars is really simple.
Some ideas on how you can use shared Google calendars in your office:
o Share calendars among your staff so everyone can see each other’s schedules. This makes it much easier to schedule a tenant or landlord meeting since you can see the availability of all your equipment.
o Simply invite other people in your office to view and collaborate using Google calendar settings.
o Create a shared office calendar of property shows. You can post this calendar on your website or just use it as a tool for everyone in your office.
o In addition to email and calendar, Google also offers the ability to create shared online documents, websites, and forms, and all of these web-based tools are free.
Paying for web-based software is similar to paying for property management services.
But why do businesses pay every month for a web-based property management software solution? In fact, this is very similar to the value proposition of a property management company. Why don’t owners just manage their own properties? Because it is a service that saves the owner time and allows him to focus on his main areas of expertise, which is generally not property management. Once you start using these simple Google services, you will experience how web-based services save you time and give you the flexibility you need to run your business without increasing your staff. This is even more important during today’s economic climate when you need to maximize every hour of your day. The world of software is changing and small and medium-sized businesses, such as property managers, are in a position to take advantage of these technologies that used to be available only to larger companies.