Effective property management Implementation

5 Challenges of Implementing Property Management Software and a Guide to Solve Them

Implementing anything new in your life can be a scary step because of the unknow circumstances you may have to tackle. But implementing new software can transform your day-to-day work in very positive ways. However, the journey of adaption can be filled with challenges and questions. Users may feel anxious about learning something new and worry that it could add to their workload. But if you identify your company’s concerns and find ways to address them, the implementation process doesn’t have to be overwhelming or intimidating.

At Hausing, we've seen many clients who initially had reservations, but after completing the implementation, they acknowledged it wasn’t as difficult as they had imagined. Remember, taking the step to digitize your company’s operations is a significant and commendable effort. You’re not alone—our team will be there every step of the way to provide guidance.

Challenge 1: Fear of Change.

People often have their own systems in place for years, and if those systems work, they may ask, "Why do we need to change anything?" The introduction of a new software can disrupt existing workflows, leading to resistance. Often, people are afraid to admit that they’re anxious about struggling with unfamiliar systems.

Property management companies frequently switch from Excel, a familiar tool for most, to more specialized software.

Read our insights on how managing your commercial property manually in Excel can hurt your business ->


To address this challenge, you can take several proactive steps:

  1. Clear communication – inform your employees why it’s necessary to start using the new software and explain how this makes their job easier. Be clear about why it’s necessary to the whole company and how it can help to achieve company’s goals. It’s important to address, that your employees’ job will also be quicker because there will be less administrative work, which means more time available to do other tasks.
  2. Involve your employees in the decision-making process. Lay out all the pros and cons of the software and discuss about them. Feeling included in the early steps may help to reduce resistance, when it’s time to start with the implementation process.
  3. Inform about training and timeline – ensure everyone knows they won't be left to figure things out alone. Present a clear implementation timeline that includes training sessions and ask for input to make the timeline manageable for all. Make sure employees know who to contact for.

Challenge 2: Insufficient Training and Support.

Are we going to get enough training from the software’s side and is their approach suitable for all my employees? This fear may arise if you have had previous bad experiences, or you are not sure what the company offers as part of the implementation package. Insufficient training can lead to resentment and learning the new software may take much more time, than planned.

To address this challenge, make sure what the implementation package contains:

  • Are training sessions offered, and if so, how many? Are they in-person or virtual?
  • Are there user manuals?
  • Are implementation videos provided?
  • Is there ongoing support throughout the process?

You may not need everything listed, but it’s crucial to find what works best for your team. Some employees prefer to learn independently, while others may need multiple training sessions to fully grasp the new system.

At Hausing, we have a bit different implementation process for every new customer. For instance, companies using lease management and utilities calculation need a lot more training that clients that only use maintenance management. The difference lays in setup, in one case it’s much quicker. We always hear our customers opinions and try to match our schedule with theirs.

We often offer help with data entry and import, to make the implementation faster. 

“The system is user-friendly an easy to implement,” said our user, construction manager Mairo.

Challenge 3: Data Security.

One of the most pressing concerns when implementing new software is the risk of data security breaches, loss, or mishandling. If you handle sensitive data, you're responsible for keeping it secure. For example, property management software stores tenant contact information and company financial details, both of which must remain confidential.

To address this concern:

  1. Research where your data is stored and its security protocols.
  2. Understand who can access your company’s data and how to manage access permissions.
  3. Ensure there are backup copies in case of malicious activity or accidental data loss.  
  4. Learn how to retrieve your data if the company discontinues its services or you decide to switch software.
At Hausing, we store data securely using Amazon cloud services, with daily backups. If anything happens, data can be restored. We also offer Excel exports for various data points, such as:

  • Buildings and rooms,
  • Leases,
  • Utility calculations,
  • Work orders,
  • Meter readings etc.  

Admin users can add and deactivate users, change their permissions and have an overview of all the people connected to their Hausing account.


Challenge 4: Long Implementation Time.

At first, there is the initial excitement, and everyone wants to get started quickly, but this can fade over time and processes may start to drag out. Long adaption time can increase workload, strain your employees and take the focus away from main responsibilities.

Property management involves large amounts of data, including:

  • Tenants and contractors contact information,
  • All related to lease management (dates, terms, prices),
  • Preventive maintenance schedules,
  • Buildings data like meters and their readings, device lists, rooms, files etc.

We are all busy and to get this data from one system to another, it’s understandable, that the fears may rise, that it takes a lot of your valuable time.

To conquer this fear, it’s good to have one person responsible for integration who is a strong project leader who can communicate with different parties and follow the plan through until the end.

Ask the software provider about data import options. You may already have the necessary files and formats in your current system.


Challenge 5: What Happens After the Initial Implementation?


Even after the implementation process is complete and the system is up and running, you may still have some worries. What if the system doesn’t deliver the expected improvements? What if things don’t go smoothly? Will the new software integrate seamlessly with existing workflows?

These concerns are valid. Transitioning to a new platform can lead to initial hurdles such as bugs, errors and a learning curve. The key question is whether the software provider can resolve issues promptly or if you’ll be left to figure things out on your own.

To address this fear, you need to have clear understanding of the software’s customer support principles:

  • Is support free of charge?
  • How can you get in contact?
  • How quickly are issues usually resolved?

If you’ve agreed on new features for your company, set clear timelines for their delivery. Reading online reviews can also provide insight into how other users rate the provider’s post-implementation support.

At Hausing, our customer support doesn’t end after implementation. We offer free support via email or phone and strive to resolve issues as quickly as possible to minimize disruptions to your daily workflow.


Conclusion

Choose your property management software partner wisely. Try to understand their experience, processes and see if they meet yours. Do your research about the implementation and support afterwards. Communication is key with your employees, in explaining the need for a new property management tool and with the software provider, to make the transition smooth experience for everyone.

To ask about our implementation process, contact us info@hausing.ee or book a call via calendar.

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