5 reasons why property managers need a digital maintenance management tool

Managing your tasks in a centralized digital maintenance management platform brings all the information into one place, therefore makes it easier to handle. There you can assign, prioritize, track and resolve ongoing tasks.

The downside of not using a proper system for maintenance management is that:

• Maintenance requests may be overlooked
• Responses can be delayed
• Resolving the problem might take unreasonably long time

1. Effective issue tracking and resolution

You have a clear overview of when the task was entered, who is the supervisor, when it should be done and so on. A clear log gives a great insight of how further issues should be resolved.

2. Improved tenant-landlord communication

What’s great about digital maintenance management, is that you can automate some of the processes, you otherwise would have done manually. You can set up automatic notifications for tenants. Send out a notification if you have received their issue, update them about issue’s progress and send out confirmation when the issue has been resolved. This way everybody stays in the loop without making an extra effort.  

You can also ask tenants extra questions and it all stays linked to a work order. This way essential info doesn’t get lost between different channels.

3. Enhanced accountability

If a problem resolving process is properly documented, it makes the people involved more responsible for following the deadlines and their part of the resolving process. Set up deadline reminders to prevent delays and keep resolving issues in a reasonable timeframe.  

The key factor here is to get everyone (contractors, supervisors, tenants etc) to properly use the same system. Insure they check tickets involving their input regularly and give precise updates of the problem status.  If one party is not doing their part, the documenting process is not accurate. Otherwise, the tenant is still waiting for a resolution and overall communication suffers.  

In hausing work order management, there is a special contractor portal. Through this portal contractors can update tasks’ progresses, add pictures, files, acts or questions. All tasks are accessible from a smartphone.

4. Data-driven insights

With every ticket you gather a lot of data and can contribute yourself, to make data more accurate. You can have:

• Incoming date and time
• Deadline
• Time spent to resolve issue
• Reporter
• Supervisor and person responsible
• Category and labels
• Statuses
• Precise location of the problem
• Comments

With this data you can make your conclusions to help you with the decision-making process.

5. Better time and resource management

Each work order provides detailed information about the problem, allowing property manager to prioritise tasks according to urgency, complexity and time. This ensures, that urgent tasks are addressed promptly, and less urgent tasks can be scheduled for later.  

Another useful function in a maintenance management tool is that you can assign work orders to most suitable staff members, which makes resource planning more efficient. You can distribute tasks more evenly and if you have a new incoming task, you can see who already has a lot of things in their to do list and who’s workload is lighter, to take on the next problem.  

Great analysing abilities help to make decisions faster, therefore problems get resolutions faster.

Hausing helps you with all the things listed above.

• Link your webpage form or QR-code with Hausing, create an email for incoming maintenance problems, or enter tasks directly to system. This way, all problems reach you automatically.
• Use the chat function to communicate with tenants or service providers.
• Categorise your tickets, gather data and analyse it for future decisions.
• Assign tickets to internal or external service providers, to get things moving quickly.  

"I like the 3 way communication between client, property manager and contractor, easy to add docs with drag'n'drop, delegating tasks, overview of all tickets etc," said Juris from Colliers.

Conclusion

Read more about Hausing ticketing system here or schedule a call with us and let’s see together how our maintenance management system works and how you can benefit from it.