August 9, 2024
How To Start Preparing Your Property Management Team for Outsourced Back Office Integration
Patricia Arcilla
Patricia is a content writer for STAFFVIRTUAL. She’s been interested in writing since she realized...
As the property management business changes, hiring back-office tasks is becoming critical. The Engineering Research and Development industry reports that outsourcing will grow to $1288.8 billion by 2028. Specialized service providers are necessary because they are efficient and cost-effective.
Property management teams need to plan before they can successfully add external services. You need to align procedures to ensure collaboration between internal and external teams. This approach can reduce problems and maximize the benefits of outsourcing.
Are you ready to Outsource Property Management Back Office Services? Explore our blog for step-by-step instructions on outsourced back-office integration preparation. Learn how to identify the right partners with seamless integration.
What is an Outsourced Back Office?
Back office outsourcing is when a business hires an external team to handle tasks. These include accounting, data entry, and customer support. Instead of doing these jobs in-house, you let experts operate them. This strategy helps your business save time and money.
In property management, outsourcing allows focus on maintaining properties and keeping tenants happy. It is similar to having extra hands without the hassle of hiring more staff.
Choosing to outsource can make your work easier and your business more efficient. Staying ahead in the competitive property management industry is a smart move.
What Types of Property Management Back Office Work Can Be Outsourced?
Outsourcing your accounting function is profitable. It includes tracking income, expenses, and budgeting. For example, a property manager can hire an accounting firm to handle monthly financial reports. Here are seven other back-office tasks in property management that you can outsource:
Payment Collection
Let an external team manage payment collection. Outsourcing provides transparency when it comes to statements and records. They can ensure the payment of tenants is correct and on time. For instance, an outsourced payroll service can handle taxes and benefits for your staff.
Data Entry
Outsourcing data entry keeps your records organized. It involves updating tenant information and maintenance logs. A data entry service can quickly and accurately input new lease agreements.
Customer Support
Customer support teams handle tenant inquiries and complaints. They provide quick responses to issues to improve tenant satisfaction. For example, a call center can manage after-hours emergency calls.
Marketing
An external marketing team can promote your properties more effectively. They can create ads, manage social media, and execute email campaigns. A marketing firm could design and distribute a monthly newsletter for your tenants.
IT Support
Outsource IT support to keep your systems running smoothly. A Syntax survey states that 83% of IT leaders outsource their security efforts. Have an external team that manages software, hardware, and network issues. An IT firm can set up secure property management software for your team.
Lease Management
Lease management services can handle lease renewals and terminations. They ensure all documents are up to date and compliant with laws. For example, an outsourced service can track lease expiration dates and send renewal notices.
Maintenance Coordination
Outsourcing maintenance coordination helps manage repairs and upkeep. They can schedule and track maintenance work. A maintenance coordination service can organize annual inspections and emergency repairs.
5 Steps to Prepare Your Team for Outsourcing Integration
Transitioning to outsourced back-office services can improve efficiency and reduce costs. However, to make this switch successful, you need a clear plan. Here are five steps to help your team prepare for outsourcing integration:
1. Define Roles and Responsibilities. Note which back-office tasks are best suited for outsourcing. Consider tasks like accounting, payroll, data entry, and customer support. These are routine jobs that do not require direct involvement from your team. For example, consider outsourcing your monthly financial reports and tenant inquiry management.
2. Communicate with Your Team. Effective communication with your team is essential. Explain the reasons for outsourcing services and how it will benefit everyone. Address any concerns they may have and keep them informed throughout the process. It will reassure your staff that outsourcing will help them focus on higher-value tasks. An open and collaborative culture between your internal and outsourced teams is crucial.
3. Create a Transition Plan. Develop a transition plan to ensure a smooth changeover. Outline the steps involved, set clear timelines, and assign responsibilities. Include a training period where you can collaborate on processes. For example, schedule regular meetings to discuss progress and address any issues that may arise.
4. Train Your Team. Provide training to your team to help everyone adjust to the new workflow. It includes training on new software or tools used by the outsourcing partner. Encourage your staff to ask questions and provide feedback during the training sessions. For example, conduct a workshop on using new property management software from the IT team.
5. Monitor and Review. Once the outsourcing process is in place, continuously monitor its progress. Track key performance indicators (KPIs) to ensure the outsourcing partner meets your expectations. Schedule regular reviews to discuss performance and make any necessary adjustments. Review the timeliness of the monthly reports provided by the outsourcing partner.
Insights on How to Find the Right Back Office Outsourcing Provider
Choosing the right back office provider can make a big difference for your business. Outsourcing can save you time and money. Teams can handle tasks like payroll, accounting, and customer support. However, finding the right provider requires careful consideration. Here are some tips to help you out.
Recognize Business Needs
First, understand your needs. Before you start looking for a provider, make a list of the tasks you want to outsource. Knowing which services you need will help you find a provider who can handle all your requirements.
Study Up on Different Providers
Next, do your research. Check websites, read reviews, and ask for recommendations from other businesses. Make sure the providers you consider have a good reputation in the industry. Thorough research will give you a better idea of who can meet your needs.
Gauge a Provider’s Experience
Experience is another major factor. Find out how long the provider has been in business. Look at their client list and case studies. An experienced provider is more likely to offer reliable services. They understand your business needs better. Experience brings specific expertise that can be crucial for your business operations.
Embrace Technology
Technology plays a significant role in outsourcing. Ask about the tools and software the provider uses. Make sure they use up-to-date technology that can integrate with your systems. It will ensure seamless communication and workflow. Good technology can make a significant difference in the effectiveness of services.
Consider Your Potential Partner’s Location
Consider the location of the provider. Decide if you prefer this or if you are okay with offshore outsourcing. Local providers may be expensive, but they understand your market in proximity. Offshore providers can be cheaper but may face language and time zone barriers. Weigh the pros and cons of each option based on your specific needs.
Remember the Importance of Communication
Communication is essential in any business relationship. Pay attention to how the provider communicates during the initial stages. Are they responsive? Do they understand your needs? Clear and open communication will prevent misunderstandings and ensure smooth collaboration. Good communication skills are essential for a successful outsourcing partnership.
Check Pricing Structures
Pricing is also a crucial factor to consider. Compare the pricing models of different providers. Some charge by the hour, while others have fixed monthly rates. Make sure you understand the inclusions in the price and if there are any hidden fees. Choose a provider that offers good value for your money. Find a good balance between cost and quality.
Ensuring the Handling of Security
Security is vital when outsourcing back-office tasks. Ask about their security policies and measures. Make sure they have robust security protocols in place to protect your data. It is crucial for sensitive information like financial records and employee data. Ensuring that your provider takes security seriously will give you peace of mind.
Look for Exceptional Service
Lastly, consider the provider’s customer service. Good client service can make a big difference in your overall experience. Verify if the provider offers support when you need it and is willing to go the extra mile to help you succeed. It ensures that they can support both your short-term and long-term business goals.
Boost Efficiency and Optimize Your Business with STAFFVIRTUAL
The right back-office outsourcing provider can save you time, money, and headaches. You can make a beneficial choice for your business by understanding your needs. By doing thorough research and evaluating potential providers, you can achieve this.
But before you can integrate outsourcing, your team needs to be ready. A successful integration process will optimize your internal and outsourced teams. Carry out a proper plan before you start training them. It ensures a smooth transition of outsourcing solutions in your internal operations.
If you’re ready to outsource your property management back office, STAFFVIRTUAL is here to help! Our 15 years of experience enable us to help our clients successfully integrate our customized outsourcing solutions with their operations. Visit our website to know more, or schedule a free consultation call with us.
Sources:
Communicating Effectively | Business Queensland
83% of IT leaders look to outsource security to MSPs in 2021 | Security Magazine