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June 20, 2024

Why Outsourcing Your Property Management Back Office Services Makes Sense


Patricia Arcilla

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

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In the property management industry, outsourcing non-core functions is a strategic move. A Deloitte study revealed that 53% of companies outsource to reduce costs. It can translate into operational efficiencies.

You can outsource numerous back office tasks. This allows you to focus on improving tenant relations and property maintenance. But how can outsourcing solutions improve management services?

The Importance of Streamlining Back Office Operations in Property Management

An excellent back office is one key to successful property management. The back office helps with financial management, legal compliance, and tenant relations. Streamlining these tasks can help you increase revenue and stand out from competitors.

Let’s dive deeper into outsourcing’s potential benefits. We’ll help you understand why you should Outsource Property Management Back Office Services makes sense.

Outsourcing eliminates time-consuming tasks.

What Outsourcing Can Do for Your Property Management Back Office

Outsourcing enhances business performance by letting you focus more on growing your business. When you outsource, they can use their expertise to help with time-consuming tasks.

Some tasks suitable for outsourcing are:

  • Financial Management includes tracking money, paying bills, and reporting finances. Outsourcing these tasks ensures compliance and timely completion.
  • Tenant Screening: Background checks can speed up and enhance tenant selection.
  • Maintenance Requests: A unique service handle can improve processes and make tenants happier.
  • IT Services include creating and looking after software and keeping company data safe.

For example, you might need help with new tax laws and financial rules. By outsourcing financial tasks, you can focus on improving properties and tenant satisfaction.

A study found that 32% of businesses outsourced their IT tasks to improve the quality of service. Additionally, 24% did it to get skills they didn’t have inside their company. Similar factors drive outsourcing in IT and financial management for property management services. It shows that outsourcing is not about saving money but also a strategic business move.

The Comprehensive Benefits of Back Office Outsourcing

Outsourcing back office work can help property management firms in many ways. Here are some key benefits:

Cost Reduction

Outsourcing can save money for in-house staff for some tasks. It can mean lower costs for salaries, benefits, and training. Outsourcing firms often offer services at a lower price because they work on a larger scale.

Better Focus on Core Business Functions

Property management companies can concentrate on more important things by outsourcing back-office tasks. Your primary concern should be property maintenance and tenant relations. Improving services and boosting customer satisfaction can result in increased growth and revenue.

Access to Expert Resources

Outsourcing firms have specialized skills in certain areas. Property management companies can use these skills to ensure tasks get done. For example, consider outsourcing financial management to a real estate accounting firm. This ensures legal and appropriate management of money matters.


Property management companies can adjust to market demands and seasonal changes through outsourcing. Scalability allows you to change your outsourcing needs without committing to in-house staff.

Technological Advantages

Outsourcing firms often use the newest technologies to improve the services they offer. Property management companies can use these technologies without incurring upfront costs. 

For example: Outsourcing providers can enhance internal processes like data entry and document processing through automation.

Risk Mitigation

Outsourcing partners have extensive knowledge of the industry and its best practices. They can reduce risks related to legal compliance, data security, and financial management. This can be beneficial for property management companies that struggle in these areas.

How to Successfully Integrate Outsourced Services into Your Property Management Workflow

Integrating outsourced services into your internal workflow requires careful planning and effective communication. Here are ten tips to have a smooth transition:

  1. Clear Communication

According to a study by the Harvard Business Review, effective communication can boost the success rate of partnerships by up to 50%. Establishing open and regular communication channels when outsourcing is important. Set expectations and ensure that both parties are working toward the same goals.

It’s also crucial to have regular check-ins during the partnership. Schedule meetings with your outsourcing partner to review progress and discuss any concerns. It also allows you to adjust strategies when you need to

  1. Define Roles, Responsibilities, and Performance Metrics

Specify the responsibilities of both parties. Clarity prevents overlaps and gaps in the workflow, ensuring everyone knows their duties.

Use performance metrics to assess the effectiveness of the outsourced services. Always review these metrics to ensure the outsourcing partner meets the expected standards.

  1. Technology Integration

Leverage technology to ease integration. You can use cloud-based project management tools to share documents, track progress, and collaborate in real time. 90% of firms use cloud-based tools to improve their outsourcing experience.

  1. Training and Onboarding

Train your internal team and the outsourcing partner. It guarantees that everyone is familiar with the systems and processes. It also helps reduce the learning curve and improve efficiency.

  1. Feedback Loop

Create an insight loop between your internal team and the outsourcing partner. You can address any challenge and keep improving with the support of this feedback loop.

  1. Full Transparency

Maintain clear and comprehensive documentation of all processes, agreements, and changes. It ensures transparency and serves as a reference for both parties.

  1. Risk Management and Quality Assurance

Identify the risks associated with outsourcing and develop strategies to mitigate them. These include data security risks, compliance issues, and operational risks.

Put measures in place to ensure the outsourced services meet your company’s standards. It may include regular audits, performance reviews, and customer feedback.

  1. Transition Strategy

Expect changes and developments as you incorporate outsourced services. This entails modifying your workflows and assisting your internal staff during the transition. Make sure the integration process goes well to have a successful outsourcing experience.

  1. Legal and Contractual Compliance

Ensure all outsourcing agreements adhere to all legal and contractual requirements. It includes data protection laws, industry regulations, and confidentiality agreements.

  1. Long-Term Partnership

Approach outsourcing as a long-term partnership rather than a short-term solution. Invest in building a solid relationship with your outsourcing partner to get the most out of it.

Choosing the Best Outsourcing Partner for Property Management Back Office Needs

Selecting the right outsourcing partner is a difficult decision for property management companies. Here are seven key criteria to consider:

  1. Industry Expertise: Look for a partner with proven experience in property management. They understand industry-specific challenges and offer solutions that align with your business needs.
  1. Technology and Innovation: Choose a partner that uses the latest technology to streamline operations. It should include property management software, automation tools, and data analytics capabilities.
  1. Security and Compliance: Make sure the partner has robust security measures to protect sensitive data. Check if they are compliant with relevant regulations and industry standards.
  1. Cultural Fit: Choose a partner that aligns with your company’s values and culture. This will foster a smooth and productive collaboration.
  1. Customer Service: Partner with a vendor who prioritizes providing excellent customer service. This ensures that your tenants and stakeholders receive equal care and attention.
  1. Cost-effectiveness: Cost shouldn’t be the only factor in choosing an outsourcing partner. Choose a vendor that offers competitive pricing without compromising quality.
  1. Reputation and References: Check the company’s reputation in the industry. If possible, ask for references from other property management companies.

Using these criteria as a guide can help you choose the best provider that can optimize your back office. It’s important to be meticulous and assess them before partnering with them. Your choice will contribute to the success of your property management business.

Success Stories: Transformations Achieved Through Outsourcing

Outsourcing back office tasks has helped many property management companies. It helped them increase efficiency, reduce costs, and improve service quality. 

A great example of this success is CM Management’s partnership with STAFFVIRTUAL. With this partnership, CM Management saved a lot of money on operations. They also gained access to top talents. As a result, it made their services better and more efficient.

STAFFVIRTUAL offers its clients significant advantages. By leveraging our expertise, companies can enhance their service delivery and operational efficiency.

Transforming Your Business With STAFFVIRTUAL

Outsourcing back office services in property management can lead to significant benefits. These include cost reduction, access to experts, improved focus, and enhanced operational efficiency. Outsourcing also enables property management companies to streamline their processes and mitigate risks.

STAFFVIRTUAL stands out as an ideal outsourcing partner. We offer top-notch talents and advanced infrastructure. With our 15 years of experience, we have a deep understanding of the property management industry. Our commitment to security and compliance ensures a successful and long-term partnership.

Outsourcing is a strategic solution for property management companies. If you want to optimize your back office functions and drive growth, contact us today!  Take the first step towards transforming your business and book an intro call with us!


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