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Property management tips for managing an outsourced back office team.
June 28, 2024

Tips on Managing an Outsourced Team for Your Property Management Back Office


Patricia Arcilla

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

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To say the property management space is lucrative is an understatement. According to research conducted by iProperty Management, the industry generates an impressive annual revenue of $99.449 billion! It’s no surprise that property managers are always on the lookout for ways to innovate and re-imagine their operations.

If you want to be a step ahead of the competition, outsourcing back-office services can give you the business edge you’re looking for. Outsourcing also makes it easier for you to navigate a volatile business environment.

You must understand the nuances of when you Outsource Property Management Back Office Services to unlock its full potential and before deciding to give it a go. Consider this your guide to managing an outsourced team and ensuring maximum return on your investment.

What is an Outsourced Back Office Team?

An outsourced back office team is a team of professionals who take care of the support, operational, and administrative functions of a company. Third-party service providers offer this business solution and provide remote teams to clients.

Some of the most common back office functions that get outsourced include:

  •  data entry,
  • payroll support,
  • accounting,
  • human resources management, and
  • customer support.

An outsourced back-office team is like your extra hands to take care of the less exciting parts of your business. Overall, they play a critical role in the successful day-to-day operations of a company.

Benefits of Outsourced Teams for Property Management

Property management can be stressful and time-consuming. That is why many property managers opt to outsource most of their back office operations. Let us explore how outsourcing can benefit property management in the long run.

  • Cost Savings

Outsourcing back office tasks allows you to gain significant savings. This is especially true when outsourcing to countries like the Philippines. They have lower operational expenses and labor costs. Delegating tasks to reliable outsourcing partners also lowers overheads and enables you to allocate resources more efficiently.

  • Focus on Core Activities

Extreme focus on your core tasks can propel your business forward with renewed efficiency and vigor. You can save time and energy which you can use to enhance internal processes and boost business growth.

  • Expertise on Demand

With on-demand expertise at your fingertips, you can optimize costs and plan your financial trajectory strategically. Outsourcing helps you navigate through complex industry challenges with ease. It makes it easier to discover new success avenues that would have otherwise remained untapped.

  • Scalability

With outsourcing, adapting to fluctuating business demands has never been easier. This means you can scale up your workforce without needing to recruit and hire full-time employees. Having the capacity to adjust your resources lets you adapt to dynamic market conditions.

  • Optimized Efficiency

Outsourcing unlocks heightened efficiency and unparalleled flexibility. With optimized workflows and innovative tools, you can provide faster responses and resolutions. Whether tenants are requesting property repairs or asking for assistance, your outsourced team will take care of that.

Beyond saving money, outsourcing back office services can foster agility, simplify processes, and elevate service standards. This savvy strategy gives you more time to focus on your core strengths. It allows you to manage properties effectively and keep your tenants happy.

6 Tips and Best Practices for Managing Outsourced Teams

When outsourcing, effective team management is paramount. Below are six helpful tips and best practices to keep in mind when managing an outsourced team:

1. Establish Clear Communication Channels

From the outset, establishing open and transparent lines of communication should be a priority. Offshoring primarily uses digital communication. Forbes says it makes 45% of workers more connected to their teams.

Setting clear objectives, project requirements, and expectations ensures everyone is on the same page. Create a collaborative working environment by scheduling regular progress updates and check-ins. This encourages accountability and avoids any misunderstandings.

2. Cultivate Trust

Trust is the basic foundation of any relationship. You cultivate mutual respect and trust with your outsourced team by showing reliability, transparency, and integrity at all times. Harvard Business Review shared that people who work at trustworthy organizations report 106% more energy at work, 50% higher productivity, and 74% less stress.

When there is trust, it’s easier for the team to navigate any challenges and achieve shared business objectives with confidence.

3. Provide Adequate Support and Training

Invest in extensive training to equip your outsourced team with the knowledge and skills needed. This will encourage them to excel in their roles. Provide continuous feedback, support, and guidance to ensure there’s professional development. This kind of support will make each team member feel valued. Providing the right tools and resources can also boost everyone’s competence, productivity, and confidence.

4. Clearly Define Roles and Responsibilities

Defining the roles and responsibilities of each team member can help guarantee there’s no duplication of efforts or confusion. Everyone should have a clear understanding of their deliverables, tasks, and deadlines. Knowing how they can contribute guarantees success in achieving the company’s objectives. Clarity can also ensure accountability, efficiency, and successful integration of the workflow.

5. Embrace Technology

Take advantage of cutting-edge tools to simplify collaboration, task management, and coordination. Use communication apps, cloud-based platforms, and project management tools to facilitate real-time document sharing and collaboration. These innovations enhance transparency and efficiency.

6. Set Key Performance Metrics

Establish metrics and key performance indicators (KPIs) to measure the performance of the team members. Review the metrics regularly to identify areas for improvement, track progress, and celebrate milestones and successes.

Implementing the strategies and best practices outlined above can help you maximize the contribution of outsourcing partners to your business operations.

Putting It All Together for Effective Outsourced Team Management

Effective management of an outsourcing team requires a strategic blend of leadership, collaboration, and communication. It also entails a holistic approach that encompasses different strategies, key factors, and best practices. Let us uncover some of the essentials of effective outsourced team management. You can answer the following important questions:

Expectations and Objectives

  • What are your outsourcing objectives and goals?
  • How do you ensure your outsourcing objectives align with your broader business targets?

Cultural Understanding and Integration

  • How will you address cultural differences and integrate them into the team dynamic?
  • What steps do you need to take to create a culture of collaboration and inclusivity?

Tools and Technology

  • Which platforms and tools should you use to boost productivity and simplify workflows?
  • How do you leverage technology to facilitate project management and virtual collaboration?

Communication and Relationships

  • How do you establish and maintain rapport and trust among members of the team?
  • What steps do you need to take to address challenges and conflicts?

Performance Evaluation

  • How will you evaluate and monitor performance to ensure it aligns with your KPIs and objectives?
  • What processes need to be in place to foster continuous collaboration and improvement?

By providing answers to the important questions above, you can properly manage your outsourced teams and maximize the value derived from the partnership.

Partner with the Right Business Process Outsourcing (BPO) Company

In today’s dynamic business landscape, outsourcing has become a strategic option if you’re looking to reduce costs and enhance operational efficiency. With so many business process outsourcing (BPO) companies to choose from, picking the right provider has become challenging. Narrow down your options by keeping the following important tips in mind.

  • Identify your requirements and objectives. Before starting the selection process, set aside ample time to clearly define your business requirements and objectives. Determine the specific processes or functions you want to outsource and identify the business goals you want to accomplish. Clarity is key when assessing shortlisted candidates to ensure the chosen partner has the skills and capabilities to cater to your unique needs.
  • Assess their industry experience and expertise. Choose a BPO partner with a proven track record of success in the industry you are in. Industry-specific experience and expertise are important to ensure the chosen provider is familiar with the challenges, regulations, and other intricacies that are unique to your sector. Check their proficiency and experience by reviewing their portfolio, case studies, and client testimonials.
  • Evaluate reputation and financial stability. A reputable and financially stable BPO provider is more likely to deliver reliable and consistent service. Consider their reputation and their financial health before deciding to work with them. Esteemed BPO partners are transparent about their financial standing. It’s easier to establish a trustworthy and long-term relationship when there’s transparency.

Lastly, while cost is a crucial factor in choosing a BPO partner, it should not be the sole determining factor. As a general rule of thumb, prioritize value for money over low cost. Take into account their quality of service and how it can help achieve your business goals.

Maximize Your Business Potential with STAFFVIRTUAL

Choosing STAFFVIRTUAL means entrusting your back office operations to a reliable outsourced team. We’re dedicated to taking your property management business to the next level. Our experienced team can maximize your business potential by providing proven, cost-effective, and customized solutions tailored to your unique needs and requirements. 

Don’t settle for the status quo. Schedule a free intro call today and supercharge your business dramatically. Our powerhouse solutions allow you to focus on what matters most: building your property management empire!


What Is Business Process Outsourcing (BPO), and How Does It Work? | Investopedia

Strategic Outsourcing: Empowering Businesses In The Digital Age | Robin Waite

Discover 10 Outsourcing Statistics that Generate Better Business Plans for Brands | Rock Content

Why You Should Consider An Outsourced Team Solution (And How To Choose The Right Team) | Forbes

Creating Collaborative and Inclusive Work Environment | LinkedIn

The State Of Workplace Communication In 2024 | Forbes

The Neuroscience of Trust | Harvard Business Review