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June 6, 2024

How To Improve Your Property Management Company’s Profitability and Scalability With Outsourcing


Patricia Arcilla

Patricia is a content writer for STAFFVIRTUAL. She’s been interested in writing since she realized...

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Managing properties is no small feat. You juggle a lot. Tenant issues, maintenance, leasing, and financial reporting — all while growing your business. These tasks can be overwhelming and may hinder your profitability and scalability.

Did you know that offloading certain functions can help you overcome these challenges? Forbes agrees outsourcing can improve your profitability. It’s because you tap into expertise and resources beyond your team’s capabilities. The piece shared, ‘Even if you can handle a task yourself, it’s important to think about whether you should.’

Property Management Customer Service Outsourcing lets your team focus on what they do best. So, you end up with better results and higher quality for your services. When quality goes up, your business becomes more appealing. This good aftereffect helps you secure steady sales.

Let’s explore further how delegating property management work can improve profitability and scalability.

5 Property Management Challenges That Call for Outsourcing

Managing properties definitely has its challenges. Understanding these obstacles can help you see why outsourcing is a valuable solution:

  1. High Operational Costs. Running this type of company requires investing in staff, technology, and office space. These significant costs can eat away at your profits and make it difficult to scale your business.
  2. Time-Consuming Tasks. Daily tasks like tenant communication, maintenance requests, and financial reporting can be time-consuming. This leaves less room for strategic planning and growth initiatives.
  3. Inconsistent Service Quality. Managing an in-house team can cause ups and downs in service quality. Bringing in experts enables consistent and top-notch service. In turn, it keeps tenants and clients happy and loyal.
  4. Compliance and Legal Issues. Keeping up with property laws and regulations is essential but tough. Falling behind can lead to big fines and legal problems.
  5. Seasonal Workload Fluctuations. The demand for property management services may experience seasonal fluctuations. This can result in times when staff are either underutilized or overworked.

Key Outsourced Services in Property Management

Outsourcing doesn’t mean you lose control of your business. Instead, it allows you to delegate specific tasks to experts. You and your organization would have more time and resources for core activities.

Here are key services you can assign to an external provider:

Tenant Screening and Management

Finding reliable tenants can be tricky, that’s why there’s a big need for tenant screening services. You would also need to handle the legal and regulatory aspects of the screening process. And we all know not everyone is an expert on those things.

Outsourcing lets experienced pros handle background checks, credit reports, and reference verifications. In the end, you get tenants who pay on time and take care of the property. This reduces the risk of late payments and evictions, saving you time and hassle.

Maintenance Coordination

Property maintenance is a 24/7 job. Medium listed it as one of the most overwhelming tasks in this line of work. As someone in this field, you may already know that you need to take care of so many properties.

A dedicated outsourcing team is prompt and efficient in handling all maintenance requests. They coordinate with contractors, schedule repairs, and ensure everything gets fixed quickly. This keeps your properties in top condition and your tenants happy. You don’t even have to lift a finger.

Lease Management

Handling leases involves tons of paperwork and deadlines. Offshoring can cover everything — from drafting lease agreements to managing renewals and terminations.

A specialized team will make sure all documents follow local laws. You won’t need to worry about administrative burdens and legal risks anymore.

Financial Reporting

Accurate financial reporting is crucial for your property management business’s profitability. You can offload this to experts who can deliver:

  • Precise bookkeeping
  • Timely rent collection
  • Detailed financial statements

Leveraging external accounting can also provide insights into your financial health. With experts on board, they’ll help you make informed decisions to grow your business.

Marketing and Advertising

Attracting new tenants is vital for maintaining occupancy rates. Delegating your marketing and advertising efforts to experts ensures effective property promotion. Using external marketing agencies gives you access to pros who can:

  • Create eye-catching advertisements
  • Manage your online presence
  • Develop marketing strategies that attract high-quality tenants

Customer Service

Having excellent customer service is crucial for keeping tenants happy. You make sure they stick around when you have outstanding support. Dedicated customer service agencies let you guarantee available support. There’s always a friendly voice on the other end of the line whenever your tenants have questions.

These teams are quick to respond and offer expert assistance. They’ll help boost how satisfied your tenants feel.

6 Powerful Benefits of Outsourcing Property Management

Outsourcing in the property management industry can transform your company in impactful ways. Let’s explore some benefits that go beyond saving costs and specialized expertise:

1. Fix It Fast

Imagine having a swift and efficient team dedicated to handling all maintenance requests. Hiring external help can include managing scheduling, dispatching contractors, and ensuring timely repairs. This approach not only gratifies tenants but also keeps your property in top shape.

2. Build a Community Vibe

Some outsourcing providers go the extra mile by offering community engagement services. They can organize events, send out newsletters, or manage social media channels. This is to keep residents informed and connected. These efforts create a strong sense of community and make tenants feel more at home.

3. Take Advantage of Data

McKinsey revealed that big data is transforming the real estate and property management sectors. They reported that around 60% of predictive power comes from non-traditional data analysis. Advanced BPO companies can use this to understand tenant interactions.

You can delve into trends in inquiries, complaints, or feedback. Property managers can then make smarter decisions and continuously improve service delivery. It’s all about using data to keep tenants happy and operations running smoothly.

4. Go Green and Save

Surprisingly, an external firm on energy management can promote sustainability across your properties. They can track energy use, apply green practices, and educate tenants on eco habits. This helps save money and caters to the increasing demand for ecological living.

5. Keep It Transparent

Good outsourcing partners provide detailed reports on customer service performance. You get insights into response times, tenant satisfaction scores, and issue resolution. Transparency helps you track progress and find areas to improve. You know where you’re at and confirm that you are always on top of things.

6. Handle Emergencies Like a Pro

When emergencies happen, you want a calm and efficient team that can handle the situation. Outsourced teams for property management get trained to manage crises. They have skills in coordinating emergency services and reassuring tenants. Their swift and professional response helps maintain tenant trust and minimizes disruptions.

Finding the Right Outsourcing Partner

The right outsourcing company can boost your property management business’s scale and profits. Check out these tips to help you find the perfect fit:

  • Evaluate Their Problem-Solving Approach. See how they handle unexpected challenges. Request examples of how they’ve tackled complex issues for other clients. A strong partner should show ingenuity and resilience in resolving problems.
  • Check Cultural Compatibility. Ensure their company culture aligns with yours. Shared values and work ethics can foster smoother collaboration. Take time to understand their team dynamics and client relationship approach.
  • Assess Their Proactive Communication. Look for companies that go beyond reactive support. They should provide updates, expect issues, and provide details. They should keep you informed without you having to chase them down.
  • Explore Their Customization Capabilities. Verify their ability to customize services to fit your specific needs. Cookie-cutter solutions rarely fit in property management. Seek flexible options that align with your requirements.
  • Check Their Data Security Measures. Property management involves sensitive data. Confirm whether the provider employs robust data security measures. They should be ready to safeguard your information from breaches and unauthorized access.
  • Get References and Case Studies. Ask for relevant references and case studies in property management. This gives insight into their track record and how they’ve helped similar businesses.
  • Assess Their Technological Integration. Find companies that can mesh with your existing technology with ease. They should work with your current systems in a smooth cadence. At the same time, firms should be able to boost capabilities without any hiccups.

Let STAFFVIRTUAL Handle Property Management With You

Outsourcing is a powerful strategy for your property management company’s profitability and scalability. By delegating key tasks to experts, you can focus on growing your business. Providing exceptional service to your tenants will become your priority.

At STAFFVIRTUAL, we specialize in enhancing property management efficiency through tailored offshore solutions. With 15 years of expertise, we understand the complexities of effective property management. Our dedicated team ensures seamless operations.

We offer the following for property management firms:

  • Customer service
  • Back office services
  • Call center outsourcing
  • Virtual assistants (VAs)
  • Accounting services
  • Business development
  • PEO services

By partnering with STAFFVIRTUAL, you can optimize your processes while reducing operational costs. Our commitment to excellence and innovation enables focus on core business strategies. You’ll be confident that your property management tasks are in capable hands. Explore how our customized solutions can elevate your property management operations today. Visit our website and schedule a free consultation with us!


How can outsourcing property management improve your real estate development business | LinkedIn

Property Management – The Advantages of Outsourcing | Rory Mack

5 Data-Backed Ways Outsourcing Can Quickly Improve Your Profitability | Forbes

Tenant Background Check Market | Consumer Financial Protection Bureau

A Guide to Sustainability in Property Management | DRK & Company Realty

7 property management challenges and how to overcome them | Medium

Property Management Industry: Statistics and Trends | ProfileTree

Getting ahead of the market: How big data is transforming real estate | McKinsey