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How outsourced back office services bring efficiency and simplicity to property management.
June 20, 2024

How Outsourced Back Office Services Simplify Property Management


Keith Mado

As a content writer for STAFFVIRTUAL, Keith delves into the world of SEO content writing as his dail...

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Did you know that 50% of property managers struggle the most with productivity? This statistic indicates underlying issues that need addressing or resolution.

Admin tasks often bog down property management companies and affect productivity. Through back office outsourcing, you can improve your operations and enhance efficiency. Commonly outsourced functions include scheduling maintenance, accounting, and tenant communications. Integrating outsourced services into your processes leads to optimal operational performance.

Let’s discuss further how Outsource Property Management Back Office Services can simplify property management operations.

The Challenge of Back Office Management in Property Management

Back office management entails handling daily operations and business planning. It often involves complex challenges that can impact your business. One of the primary challenges is the overwhelming number of administrative tasks. Some of these are:

  • lease application processing
  • conducting background checks
  • handling maintenance requests
  • financial record-keeping

These manual processes take up a significant amount of time, and in business, time is money. With the rise of automation and AI tools, it eliminates time-consuming manual tasks. However, companies with limited budgets may struggle to keep up with these technologies.

Another challenge is compliance. Local and federal regulations are constantly changing. They need continuous monitoring and updates to ensure legal compliance with industry practices. Non-compliance can cause penalties and a daunting regulatory burden.

Finally, producing accurate financial reports further strains back office functions. Errors in these documents might lead to fiscal discrepancies and mismanagement.

Addressing these challenges requires a robust system and skilled personnel. They make outsourcing a viable solution to enhance efficiency and reduce administrative burdens

Core Benefits of Outsourcing Back Office Tasks

Outsourcing back office tasks provides advantages to property management companies. Here are the top five core benefits of outsourcing back office tasks:

  1. Operational Efficiency

The property management industry is one of the busiest industries. On average, property managers handle between 101 and 500 units. If your property managers are juggling more than they can, it is a glaring sign to outsource.

Overwhelming workloads hinder operational efficiency. Outsourcing lets you assign non-core tasks to experts outside your company. Workflow automation resolves inefficiencies. Your property managers can now focus on vital tasks like developing business strategies. Outsourcing cultivates productivity and increases operational efficiency.

  1. Access to Specialized Skills

Your in-house team might not have all the skills you need to grow your business. Outsourcing connects you with experts in various fields, such as accounting, IT, and legal. Skilled professionals can handle complex tasks with their expertise and advanced technologies..

  1. Cost Savings

Hiring local talents can be quite expensive. But with outsourcing, you can build remote teams without breaking the bank. Some companies offer half the price compared to hiring in-house staff. Outsourcing also lowers overhead costs, such as new office spaces, equipment, and utilities. You can reinvest these cost savings into business growth initiatives.

  1. Scalability

Many factors can affect your business needs. Your workforce and resource demands might also increase as your company expands. Outsourcing allows you to respond better to these changes and avoid any disruptions. Thus, you won’t have to worry about costs while scaling up or down your operations as needed.

  1. Risk Management

Property management has its fair share of risks. After all, you’re handling tenants and investments at the same time. Outsourcing companies help you identify potential risks and legal headaches. They place safety measures in place to avoid non-compliance and penalties.

Streamlining Operations: A Closer Look

Outsourced services can enhance the efficiency of property management operations. Here are ways outsourcing leads to more streamlined processes:

Reduced Workload

About 80% of a property manager’s duties are repairs, maintenance, and rent collection. These are tasks you can outsource without compromising your service quality. Outsourcing gives you access to specialized experts who can take over these tasks. Experts cut down on the margin of error in your operations. They can also reduce your team’s workload and speed up administrative processes.

Improved Financial Operations

Financial duties include bookkeeping, budget management, and compliance with financial regulations. They need meticulous attention to detail. Outsourcing these functions leads to accuracy, improved financial insights, and better strategic planning.

Enhanced Tenant Communication

Quick responses to inquiries and prompt resolution of maintenance issues increase tenant satisfaction and retention, which is the success of any property management company.

Advanced Technology Use

Advanced technology enhances your operations and reduces the chance of human error. Some examples are data analytics, automation, and cloud-based software. Plus, you can automate various processes (e.g., rent collection and document management). Getting access to these can drive your business growth.

Enhancing Accuracy and Reducing Errors

Data is a fundamental part of property management. It can contribute to a company’s operational efficiency. That’s why data accuracy and consistency are essential.

Manual data entry is still a common practice in this industry, but it leaves a high margin for error. Human error is a big challenge when it comes to data entry. No one is immune to committing mistakes or typos. Beyond inconvenience, a single error in a tenant’s information can have serious consequences.

Outsourcing companies can use customer relationship management (CRM) software to reduce errors. Cloud-based programs give you access to accurate client data, transactions, and communication. It also eliminates bottlenecks caused by mistakes and speeds up turnaround times. Enhanced accuracy and reduced errors increase tenant satisfaction and retention. 

Leveraging Technology and Expertise

Outsourcing gives you access to advanced technology and expertise without having to make a huge investment. Providers invest in technologies such as:

  • cloud-based property management systems
  • artificial intelligence for data analysis 
  • automation tools

Modern tools and technologies enhance efficiency and accuracy in operations. At the same time, it gives you an advantage over your competitors. By partnering with an experienced provider, you can:

  • Have easy access to tenant and property information
  • Improve resolution time
  • Enhance the data collection process
  • Increase tenant satisfaction

Like any other industry, property management has its standards. Outsourcing companies often achieve compliance with international standards such as ISO/IEC 27001. Make sure that your chosen provider adheres to security standards and cybersecurity measures. An ISO-certified company guarantees the protection of sensitive tenant and property data.

Additionally, they leverage their expertise to offer streamlined, customized, and practical solutions. They know the ins and outs of the industry and can lead your business to growth. You’ll tap into skilled talents who can carry over your back office tasks.

Cost Efficiency: More Than Just Savings

Cost efficiency focuses on lowering production or operation costs without sacrificing quality. You may have heard a thousand times that cost savings is one of the key benefits of outsourcing. It’s one of the main reasons businesses spend hundreds of billions on outsourcing. So the question is, how do you maximize it?

You can maximize cost efficiency and increase your company’s profitability by:

Prioritizing income-generating efforts:

In general, hiring through a third-party provider results in cheaper labor costs. These include salaries, equipment, and overhead. Outsourcing also saves you from taking out a large chunk of your budget for technology. Reducing expenses in these areas allows you to allot your funds to income-generating tasks. For example, outsourcing your marketing team instead of hiring an in-house team. You no longer have to worry about onboarding and training costs.

Additionally, you won’t have to maintain an internal team and can adjust your workforce based on your business needs. You can use your extra budget for billboards, marketing campaigns, or lead generation.

Improving company value:

You can provide tenants and property owners with better service by outsourcing. For example, not all property management companies use software. Here’s why: building property management software (PMS) can cost $40,000 to $250,000. But with outsourcing, you can access technological advancements at a lower cost. Having one can bring great value to your company.

Navigating the Transition to Outsourced Services

Navigating the transition to outsourced services can be smooth if you have a plan in place. Use these straightforward strategies to avoid any disruption:

  1. Planning

Start with a detailed plan that includes which tasks to outsource and the timeline. Set clear expectations to ensure you’re both working towards the same goals. Having a concrete and clear plan guides you throughout your outsourcing journey.

  1. Keep Talking

Always keep open lines of communication with your team and the outsourcing provider. Good communication helps clear up any misunderstandings and addresses concerns quickly.

  1. Provide Training and Support

Train your internal and outsourced teams to understand the new systems and processes. It will help everyone work efficiently and reduce mistakes. Establish support systems to address challenges. Use help desks or scheduled meetings to ensure a smooth transition.

  1. Start Small

Begin outsourcing with less critical tasks. Assess the outsourcing progress and make necessary adjustments before transferring more significant tasks. More often than not, you’ll find providers that offer flexibility, so take your time.

  1. Track Progress

Keep an eye on how things are going and ask for feedback from your team and the outsourcing provider. Use this information to make changes and improve the process.

Success Stories: Real Transformations Achieved

An Atlanta-based property management company improved its operations by outsourcing maintenance scheduling and financial reporting tasks. It allowed them to focus more on customer relations and strategic growth. As a result, it led to a 30% reduction in operational costs and a 20% increase in tenant retention over two years.

In another case, a medium-sized property management firm in Seattle outsourced its customer service operations. They outsourced their call handling and complaint management. Their decision resulted in a 50% decrease in response times to tenant inquiries and an improvement in service quality. 

These real-life examples show the benefits of outsourcing and how it improves efficiency.

Simplify Tasks with STAFFVIRTUAL

Property management owners often look for ways to achieve efficiency. Streamlining your internal processes optimizes your workflow and increases productivity. These measures improve the quality of your service and lead to better tenant retention.

Outsourcing back office services improves operations and reduces costs for property management companies. Focusing on key areas can simplify operations, improve service, and boost business growth.

STAFFVIRTUAL offers reliable outsourcing solutions for the property management industry. With 15 years of experience, we can optimize your profitability. We provide top talents that can streamline your operations to enhance productivity.

If you want to improve your company’s efficiency, contact us today!


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7 Ways to Leverage Technology for Your Business | Slack

Data Accuracy: The Make or Break Factor in Efficient Property Management | Atlas Global Advisors

Cost Efficiencies: Definition, Benefits and Methods of Improvement | Indeed

ISO/IEC 27001: 2022 | ISO

Key Property Management Statistics That Will Help You Make Better Choices in 2024 | Doorloop

Outsourcing and Shared Services 2019 – 2023 | Monitor Deloitte

How Much Does It Cost to Build a Property and Lease Management Software? | Appenventive