Why Are Property Managers Switching to Digital Field Service Software?

Property managers juggle multiple jobs. They have to coordinate with contractors, manage tenants and owners, strategize workflows, and keep up with the competition. Ensuring effective scheduling, work orders, property inspections, and audits, while maintaining overheads, isn’t always easy. That’s why property managers are increasingly switching to modern ways. Implementing FSM software automates recurring tasks, digitizes paperwork, and structures workflows. Here’s a complete view of the challenges property managers can tackle with a modern field service software.

The Dangers of Manual Processes

Legacy manual methods or even spreadsheet-based systems no longer suffice for property management. In today’s complex business environment, these methods make service delivery slow and error-prone. Field service operations often have thin margins. Any waste or mistake inflates expenses and makes the operations loss-making.

Consider scheduling. The property manager must first shortlist qualified contractors. Next, they have to check if the contractor already has work elsewhere or has applied for leave. While they go through the exercise, the situation may change. The tenant might request changes, or a contractor may call in sick. On every such change, the property manager has to repeat the process. Doing so manually is time-consuming and there is a high chance of scheduling conflicts. Instances such as double bookings or contractors not receiving information become commonplace.

Once work execution begins, contractors are on their own. Property managers have no reliable way to control or track work execution. Communication gaps result in costly mistakes. Ad hoc phone calls are not reliable and may lead to more confusion. Work slows down as contractors seek clarifications.

Keeping track of compliance requirements and generating reports is another major pain point. Different jobs have different documentation requirements. Collecting data using pen-and-paper and transferring it online later is time-consuming and error-prone.

How Can Field Service Software Simplify Work for Property Managers

1. Real-Time Scheduling

Field service software enables real-time scheduling. Real-time scheduling improves efficiency and the pace of service delivery.

Integrated Views

An integrated calendar makes explicit the real-time status of job assignments. Service managers can view the jobs assigned to different contractors. They can track the assignments by day, month, or year. They can also view all unassigned work orders and contractors available to take up work. Convenient drag-and-drop interfaces make assigning jobs easy.

Dynamic Changes

The field service management software makes scheduling dynamic.  Integrated calendar views make it easy to adjust schedules as the situation evolves.  Service managers can update the calendar to reflect the latest tenant requests. They can, for instance, update the report for a pipe burst that requires emergency repairs. The integrated calendar identifies the nearest contractor. The property manager can reschedule appointments to attend to the emergency. 

Live Status Tracking

GPS tracking shows the exact location of each contractor in real time. Status bars make explicit the job progress. The property manager can identify contractors at different stages of work execution. They can, for instance, shortlist idle contractors ready to take on new jobs. Likewise, they can check if a contractor would take longer than estimated. They can use such insights to schedule jobs with minimum wait time for tenants.

The scheduling challenges, however, multiply when property managers have to manage several properties. Here is how field service management software helps.

2. Visibility Across Multiple Properties

Property managers who manage multiple properties often struggle with visibility issues. But such issues go away when they deploy field service management software.

Integrated Dashboards

The integrated dashboard integrates information in one place, eliminating silos. Service managers can view all open and pending work on all properties in calendar views. They can also view open work orders, sorted by priority. Scheduling multiple jobs, such as the same cleaning job, across properties, becomes easier.

Live Tracking

Contractor mobile GPS integrated with service management software enable live tracking. Property managers can view the status of job progress at each location. A status bar offers a graphical indicator of work progress. Service managers use such insights to estimate the time to completion. They can assign the contractor new work with accurate ETAs and realistic timelines.

3. Streamlined Communications

Traditional communication methods, such as phone calls, are ad hoc and non-traceable.  Field service software makes communication asynchronous and routes it through a centralized app. The end-to-end process becomes more structured and transparent, with complete traceability.

Automated Notifications

When managers assign jobs or change schedules, contractors receive automated notifications. Such real-time push notifications eliminate communication gaps. Instances of no-shows are reducing.

Centralized Information Depositories

The service management software offers centralized information repositories. Managers can upload the work order and other relevant information. They can, for instance, upload wiring and plumbing blueprints and structural plans. The integrated CRM provides all tenant-related information. Contractors can access such information through their mobile app. They do not waste time or effort seeking information or clarification.

Self-Service Portals

Self-service portals allow tenants to raise service requests without going through customer support. They can get and approve estimates without missing a beat.

When a tenant submits a new request, the back-end system creates a new ticket. The service manager can follow the ticket to its logical closure. If the tenant raises a new repair request, the service manager generates estimates. The self-service portal allows tenants to approve the estimate. On approval, they can assign the job to a contractor.

4. Data-Driven Decisions

Field service software enables service managers to make informed data-driven decisions that reduce overheads. Businesses can improve ROI, making field operations viable.

Optimized Routing

A big chunk of operational expenses is fuel costs. Integrated maps guide contractors to their work premises through the best routes. The map accesses live traffic data and route lengths to determine an optimal route. Optimized routing reduces idle time and increases contractor productivity.

Integrated Inventory Management

Integrated inventory management allows property managers to sync job allocation with inventory availability. The system also makes it easy to allocate and manage inventory to field agents. Proper inventory management improves first-time fix rates by 15% to 20%.

5. Simplified Compliance and Secure Documentation

Field service management software simplifies compliance and documentation. These time-consuming, yet essential tasks, get automated.

Forms and Checklists

Managers can create and upload forms and checklists, offering specific instructions. They can, for instance, create a checklist for safety compliance. Contractors download these resources through their apps. When they work through such forms and techniques, work gets done in a structured way, as desired. Mix-ups, communication gaps, and compliance violations are reduced.

Electronic Data Collection and Reports

The app also facilitates electronic data collection, including images and videos. Contractors generate reports using such field data. They can dispatch it to the concerned stakeholders immediately, ensuring real-time, accurate documentation. Also, the software ensures version control, avoiding any confusion.

6. Invoicing & Payments

Most property management businesses struggle to streamline their invoicing and payment processes, especially when in job locations. Modern field service software enables instant creation and sharing of invoices, tracking of payments, and recording of transactions, even when offline. 

Mobile Invoicing

No more payment delays and dissatisfied customers. Field agents can instantly generate customized invoices from their mobile devices through a field service app. This streamlines and speeds up payment collection even when at job sites. 

Streamline Accounting

With ease of transaction recording, accurate record-keeping, and offline payment recording, a field service app helps keep your accounts on track. Integration with accounting systems takes financial tracking and reporting to the next level of ease and efficiency. 

The Result: Higher Tenant Satisfaction and Retention

Property management software reduces wait times for service delivery and improves service quality.
Grouping jobs by location allows contractors to reach their work locations faster. They can cover more jobs per shift.
Connected apps provide ready access to information.  Contractors do not waste time seeking information or clarification. They can complete jobs faster, in one visit.
All these improve tenant satisfaction.
Also, property managers can update tenants with the live ETA or an accurate arrival time. Such information reduces “Where are you?” calls and missed appointments.
Likewise, optimized scheduling divides jobs among contractors in the best way. Service managers can distribute the workload, making sure contractors get adequate break time between service calls, and face less overtime. 

Frequently Asked Questions

1. What is property management software?

Property management software is a digital solution that streamlines property management. The software normally features graphical scheduling, work order management, quotes and estimations, digital forms, invoicing, and payments. It also helps streamline property audits and inspections, enabling real-time tracking and effective collaboration. 

2. What is digital property management?

Digital property management involves the use of cloud-based software applications to manage properties. The software automates or streamlines end-to-end field service tasks. It takes care of scheduling, route optimization, dispatching, and tracking.

3. How are digital tools changing property management?

Digitization has made property management hyper-efficient. Modern digital systems are becoming more responsive to tenant needs. They help automate or streamline key tasks such as job scheduling, route optimization, and job tracking.

4. What is the most popular property management software?

ReachOut is an ideal field service management software. The suite ranks at the top for its comprehensive features, robust backend, user-friendly interface, intuitive mobile app, ease of use, and affordability.

Conclusion

Field service software makes service operations friction-free and more responsive to tenant needs. The best software, such as ReachOut, is a powerful tool for property managers to improve efficiency. The suite saves time, reduces costs, and delivers better tenant experiences.

Connect with us to know more and experience the power of ReachOut field service software. Click here for a free trial.