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Property management guide on how to outsource back office tasks.
June 20, 2024

A Complete Guide to Outsourcing Back Office Tasks in Property Management

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Keith Mado

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Here’s an interesting statistic: the global outsourcing market is expected to reach a staggering $525 billion by 2030. No wonder property management professionals are actively exploring outsourcing options to propel their business forward. 

However, finding the right provider can be tricky. Through this article, we’ll provide proven tips that can streamline the search process. Consider this your trusted roadmap as you navigate the world of outsourcing. This will help you avoid the common outsourcing pitfalls you may encounter along the way.

In this easy guide, we’ll cover how to Outsource Property Management Back Office Services and find the best people that can help you achieve your business objectives.

What Exactly is Back Office Support? 

Anything that keeps the firm running without involving customers is referred to as back office support. These activities range from managing records and handling finances to overseeing human resources. It supports the company by ensuring everything runs smoothly.

To outsource property management back office services means you get help with payments, tenant records, and repair requests. A good back office system helps property managers stay organized and handle financial activities with ease. 

Property managers can avoid getting sidetracked by trivial tasks by having solid back office help. They are also spared from doing extensive paperwork and other administrative tasks. 

Undeniably, a strong back office support is essential to property management. If anything, it’s an investment that’s worth its weight in gold.

Back Office vs. Front Office Services: What’s The Difference?

Businesses often have two primary components: the front and back offices. Both have distinct functions but are integral to one another. They work together to create a functioning and complete entity. 

The back office operates behind the scenes. These include managing operational, administrative, and financial duties. Tasks like these ensure business continuity. On the other hand, the front office handles sales and service, client interactions, and other functions. They drive revenue and ensure customer satisfaction.

Back Office Services 

The company’s back office is where the internal work gets done. It helps ensure all the business gears are well-oiled and working. A good example is an accounting team. They manage the company’s finances so company leaders can make sound business decisions.

Another good example is the human resources department or HR. This department creates a harmonious and productive work environment for your employees. While the front office generates company revenue, it’s the back office that safeguards the interest of the business and enhances its operational efficiency.

Front Office Services 

We cannot stress enough the importance of the front office. Aside from creating a positive customer experience, they help ensure there is impeccable delivery of services across various touchpoints. Often referred to as the “face” of the organization or company, front office services entail direct interaction with both external stakeholders and clients.

For instance, the combined effort of sales and marketing can lead to increased conversion rates, improved target segmentation, and optimized lead generation. Most organizations, regardless of size and type, have front and back offices. Each plays a crucial role in the company’s operations.

For businesses to succeed, there should be synergy between the front and back offices. While the front office focuses on revenue generation and customer interaction, the back office is dedicated to cost efficiency, compliance, and internal operations. Both offices are required to ensure customer satisfaction and business success.

What Does Outsourcing Back Office Operations Look Like?

In a nutshell, back office outsourcing is the practice of delegating back office operations like bookkeeping, payroll processing, accounting, and finance management to a third-party service provider. This setup not only offers greater flexibility but also reduces overhead costs significantly. 

Below are some of the most outsourced back office services:

  • Admin and HR

Whether you outsource your entire HR function or just a part of your company’s administrative process, you can save time and boost employee satisfaction when you streamline your workflow. This also gives your in-house admin team time to focus on tasks and activities that need their urgent attention.

  • Payroll

This function entails complex calculations involving taxes and expenses. When you outsource payroll functions, you are investing in the services of professionals who can oversee the repetitive and complicated process on your behalf.

  • Bookkeeping

The company’s books are considered the backbone of the organization’s financial standing and health. That’s why they need to be accurate and up-to-date for easier tracking of your cash flow. Outsourcing this function gives you access to top-of-the-line professionals who can organize your books accordingly.

  • IT Support

Outsourced IT services cover tasks that provide customer lifecycle insights. This includes customer interaction analysis, hardware services, and network administration. They can also help ensure customer satisfaction and smooth business operations by providing privacy, technology, and recovery systems.

5 Benefits of Outsourcing Back Office Operations

A successful company will need a lot of back office help to ensure its day-to-day operations run smoothly. By outsourcing back office processes, companies can delegate administrative and non-core functions to external professionals.

  1. Cost Efficiency. One of the most enticing benefits of back office outsourcing is lower operational costs. Investing in back office services also eliminates the need for full-time workers and expensive software. An IBM study even suggests that outsourcing for non-core tasks can save organizations up to 27%
  1. Focus on Core Competencies. Back office tasks are important, but most of them are routine and time-consuming. By outsourcing them, you can focus more on areas that can boost your competitive advantage and business growth.
  1. Access to Specialization and Expertise. Leveraging the skills and experience of seasoned professionals is also a benefit of outsourcing. They are experts in various fields, including data management, human resources, and IT services.
  1. Enhanced Operational Efficiency. Many back office functions are prone to human error because of their monotonous and intricate nature. When you partner with a provider that specializes in back office services, your overall business efficiency can improve significantly.
  1. Improved Flexibility and Scalability. For businesses to thrive, scalability is crucial. This is especially true when it comes to small businesses and startups. Access to outsourcing providers gives you better flexibility, allowing you to adapt to market shifts.

3 Things to Expect When Outsourcing Back Office Operations

When you outsource back office functions, you are tapping into a dedicated team of professionals who can enhance your business management practices. This strategic approach will not only boost productivity; it can also deliver ongoing cost savings. Below are three of the unbeatable benefits you can’t miss out on:

  1. Enhanced Operational Flexibility: With the right outsourcing partner, you can handle evolving business needs with the utmost ease. As your company expands, your outsourcing partner can add more support. It saves you from all the hassles of hiring and training new employees.
  1. Data Privacy and Security: Property management companies handle all kinds of sensitive data. When you outsource, you would have to share them with your provider. But through their robust security systems, they can protect them from cyber threats and breaches.
  1. Strategic Cost Management: Outsourcing eliminates the need to invest in infrastructure and equipment. Say goodbye to hefty capital expenditures and say hello to extra savings that you can use to fuel business growth.

5 Signs Your Company is Ready to Outsource Back Office Services

Knowing when to outsource back office services can be challenging for many companies. If you are unsure when the right time is, be on the lookout for the following telltale signs:

  1. Your Business is Evolving Fast.

A fast-evolving business is great news. However, it requires more workload, which might overwhelm your team. If you don’t have ample resources to support your company’s growth, outsourcing back office services is something you should look into. Investing in it will not only improve business efficiency, but it can also drive innovation and keep you a step ahead of the competition.

  1. You Require a Specific Expertise.

Some business functions might entail expertise that may not be available within the organization. You may find experts with the specific skills you need through outsourcing. Whether it’s for financial research, digital marketing tactics, or cutting-edge IT solutions, you name it. Using their expertise will not only warrant high-quality results; it can also drive your business forward.

  1. You Spend Too Much Time on Non-Core Activities.

If you are a business owner, your primary focus should be on activities that drive growth and generate revenue. If you are spending valuable time doing administrative tasks and other non-core activities, it’s time to look into outsourcing. When you delegate routine tasks to a trusted outsourcing partner, you can focus on important tasks. Having more time for business development, innovation, and strategic initiatives leads to growth.

  1. You Need Additional Capacity.

With business growth comes an increase in demand, which can strain your current resources. Outsourcing gives you access to scalable solutions, so you can handle demand surges without needing to hire more employees or invest in infrastructure. When you partner with an outsourcing company, you can tap into a flexible workforce that can easily adapt to demand fluctuations.

  1. You Want to Expand Globally.

Global expansion comes with new challenges like cultural nuances, language barriers, and compliance with local regulations. Outsourcing can help you with your expansion efforts by providing market research, multilingual support, and compliance expertise. Working with an experienced outsourcing provider can also help you navigate expansion challenges with ease, so you can build a robust presence in the international market.

Choosing the Right BPO Partner for Your Back Office Outsourcing

In today’s fast and dynamic business landscape, back office outsourcing has become a pivotal choice for businesses that want to optimize their operations. That said, selecting the right outsourcing partner is an integral decision that requires careful consideration. 

With a plethora of outsourcing providers to choose from, finding the best match is no walk in the park. When choosing the right outsourcing partner, you can narrow down your options by keeping the following basics in mind:

  • Experience and Expertise. Opt for an outsourcing provider with a proven track record of success in your industry. They must have industry-specific expertise so they can address any requirements and challenges that are unique to the business sector you are in.
  • Quality Standards. To get the most bang for your buck, pick an outsourcing partner with a strong quality assurance process. This can help guarantee that the work delivered is of the highest standard each time. Look for accreditations, quality management systems, and certifications that showcase their dedication to providing work of the highest standard.
  • Service Offerings. Since not all outsourcing providers offer the same services, you need to figure out what your specific requirements are. It would also be wise to consider an outsourcing partner that provides a vast array of services that can cater to your changing needs and growth.
  • Effective Communication. One important ingredient in any successful outsourcing partnership is effective communication. In line with this, make sure you assess your prospective provider’s response times and communication channels. Evaluate communication abilities by conducting trial projects and mock scenarios to gauge professionalism and responsiveness.

Conclusion

Outsourcing back office tasks can unlock a world of possibilities for your property management company. It helps you focus on what matters most: maximizing profitability and growing your portfolio. Since outsourcing is an investment, you have to partner with a reliable provider.

At STAFFVIRTUAL, we are more than just a service provider; we are your trusted business ally. Our bespoke solutions are designed to ensure your back office operations run smoothly at all times. Get in touch with us today and discover how we can take your property management business to new heights!


Sources:

Outsourcing: A Strategic | LinkedInApproach to Cost Savings, Talent Acquisition, and Core Business Focus | LinkedIn

Business Process Outsourcing Market To Reach $525.2 Billion By 2030 | Grand View Research

Creating a Flexible Workforce Management Strategy for Seasonal Demand Fluctuations | Micro Startups

IT Outsourcing Costs: Is Outsourcing Really Cost Effective? | Medium