© 2025 News On The Block. All rights reserved.
News on the Block is a trading name of Premier Property Media Ltd.
© 2025 News On The Block. All rights reserved.
News on the Block is a trading name of Premier Property Media Ltd.
1. STREAMLINE YOUR PROCESSES AND WORKFLOWS
Start by assessing your current processes and workflows, making sure that you optimise all manual processes before beginning any automation.
Now create a process map to capture all your processes and procedures.
A visual map of activities and information flows help you understand exactly what happens, whether in requesting and managing maintenance works, issuing service charge demands or reporting to landlords.
It is likely you will be able to identify immediate timesavings. For example is someone spending two hours a week creating unreal reports?
Many property management IT systems have workflow tools to automate certain processes so you can save time, improve profitability and ultimately deliver a better service to your leaseholders.
2. MAKE YOUR DATABASE WORK FOR YOU
A central, clean and accurate information database lets you quickly see what’s going in your business, and provides an easy way to automatically contact clients and leaseholders By keeping everything in one place (rather than standalone spreadsheets or in your property managers’ heads), you have a clearer view of activity.
Take pride in your database, take time to cleanse it, and have strict processes in place to ensure all relevant data is captured relating to all properties and leaseholders. And remember, Rubbish in = Rubbish out.
3. REPORTING
If your database is the heart of your business then good management information can be its lifeblood, pumping relevant insights from the business to give a live snapshot of progress.
Be conservative when planning your management information; too much detail and you’ll end up with reports for the sake of it without actually learning anything meaningful. Management information can help you to target problem areas, understand growth opportunities and create greater efficiencies.
4.COLLABORATE AND INTEGRATE
Talk to your suppliers about systems integration and collaboration – you may be amazed to discover the duplication of effort that is currently occurring. From establishing more efficient methods of instructing contractors through to a streamlined route for feeding case updates directly back into your own system.
5.LEASEHOLDER RELATIONS
Happy leaseholders make property managers’ lives easier. Technology gives you options to engage in dialogue with your leaseholders and to give them the chance to comment, make suggestions or simply raise a query.
Give leaseholders access to automated monthly reports on work done on properties, fees charged and so forth. Or go further and create a simple online portal, such as www.yourblockonline.com, where they can log-in and see at a glance what is happening with their block.
Technology can play an important role both in terms of helping your business to grow and bridging the gap between your leaseholder, clients and legal partners.