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Exploring the significant benefits of outsourcing back office services in property management.
June 20, 2024

The Top Benefits of Outsourcing Back Office Services in Property Management


Keith Mado

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Do you know why companies choose to outsource? A University of Liverpool Management School research indicated that 41.3% of companies outsource to improve efficiency.

Property management companies that outsource back office functions can see significant benefits. Outsourcing entails leaving certain tasks to experts, allowing them to focus more on core activities. 

Let’s break down the advantages of opting to Outsource Property Management Back Office Services. This blog aims to highlight how it can lead to cost savings and better operational efficiency.

Overview of Property Management Back Office Tasks

The back office is the backbone of any business. Its behind-the-scenes activities support the day-to-day operations of managing properties. 

Here are some tasks that are crucial to running a property management company:

  • Accounting
  • Financial management
  • Record-keeping
  • Regulatory compliance
  • Tenant communication
  • Maintenance coordination

Efficient management of these tasks guarantees property maintenance, financial management, and regulatory compliance. It provides a positive experience for tenants. It also improves your company’s financial health and reputation.

The Financial Advantages of Outsourcing

Outsourcing back office functions offers a range of financial benefits. Hence having a big impact on property management companies’ bottom lines. 

Cost Savings

Outsourcing can significantly reduce expenses for property management companies. By hiring external firms for specific tasks, companies can save on salaries, benefits, and training for in-house staff. A McKinsey study found that companies can achieve an average cost reduction of 10%-20% through outsourcing.

Reduced Overhead

Outsourcing eliminates the need for extra office space, equipment, and utilities. This leaner operational model can streamline budgets, which can fund company growth initiatives.

Financial Flexibility

Flexibility is another financial benefit of outsourcing. It allows property management companies to pay for services as needed. This approach enables better cash flow management. You won’t have to worry about paying for a full-time staff, so you can adjust to shifting market conditions.

Enhancing Operational Efficiency through Outsourcing

Outsourcing can improve the operational efficiency of property management companies in several ways. Here are three examples:

Streamlined Operations

When you outsource back office tasks, your operations can become more streamlined and efficient. You can then focus on more crucial business tasks.

Reduced Errors

Outsourcing firms often have expertise in specific areas, such as accounting or customer service. Getting access to experts reduces errors and improves accuracy in these functions.

Faster Turnaround Times

Outsourcing firms provide technology and skilled professionals. They work alongside your internal team, which leads to faster task completion.

Gaining Access to Expertise and Technology

Here are six ways getting access to specialized skills and technology can help:

  1. Specialized Skills

Outsourcing firms often have a team of experts in specific areas such as accounting, legal compliance, and customer service. They provide property management companies access to a higher level of expertise.

  1. Latest Technology

Outsourcing partners invest in the newest technology and tools to stay competitive. You can enjoy these advancements without the cost of acquiring and maintaining them.

  1. Continuous Improvement

With a focus on their specific areas of expertise, outsourcing firms have the best practices and innovations to improve operations.

  1. Cost-Effective

Acquiring in-house skills and technology requires a significant budget allocation. Outsourcing allows companies with limited resources to use cutting-edge technology and top talents.

  1. Risk Mitigation

Partnering with outsourcing firms reduces the risk of errors and legal issues. They are well-versed in industry regulations and compliance requirements. In short, they can save you from these types of headaches.

  1. Global Talent Pool

It’s important to occasionally bring fresh perspectives and ideas to your company. Outsourcing enables you to do so. You can collaborate with highly skilled professionals from diverse locations and cultures.

Scalability and Flexibility: Adapting to Market Changes

Property management is a fast-paced industry. Scalability and flexibility are essential to adapt to seasonal, market, and economic changes. The good news is that companies can achieve this by outsourcing.

It also allows you to scale up or down without the delays of hiring or offboarding staff. 

A study by the Global Outsourcing Association found that 35% of businesses use outsourcing for its scalability benefits. This responsiveness ensures that companies operate efficiently, regardless of market conditions.

Outsourcing firms offer flexibility to manage workloads, maintain efficiency, and control costs. This flexibility requires paying only for services needed and when needed.

Improving Focus on Core Business Functions

Outsourcing non-core tasks in property management can significantly enhance the focus on core business functions. This strategic approach allows management to concentrate on areas directly contributing to growth and client satisfaction. Here’s how:

  1. Prioritizing Strategic Growth: Outsourcing partners handle the day-to-day operational tasks. When tedious tasks are off your to-do list, you have more time and focus on your business strategies.
  1. Enhancing Client Relationships: Client satisfaction is one of the top priorities of a business. But if you’re doing a lot of things at the same time, some tasks might get neglected. Outsourcing allows you to focus on building and maintaining strong client relationships.
  1. Streamlining Operations: Outsourcing helps streamline operations by removing the burden of managing non-core tasks. It leads to a more organized and efficient workflow to drive the business forward.
  1. Improving Decision-Making: When you have little, you can make better decisions based on the company’s strategic goals.

Success Stories: Real-World Examples of Outsourcing Success

A property management company in Florida that outsourced its maintenance and repair scheduling tasks. This shift allowed the company to handle service requests more efficiently, reducing response times from 48 to 24 hours. 

The faster turnaround times led to higher tenant retention rates and positive feedback. This contributed to the company’s reputation for excellent service. 

The company also reported a 20% increase in operational efficiency. This demonstrates how outsourcing leads to better resource utilization and overall business performance.

How to Begin Outsourcing Your Back Office Services

Now that you’ve decided to outsource your back office services, where do you begin? Here’s a step-by-step guide:

  1. Identify Specialized Providers

Look for providers with experience in delivering outsourced solutions for property management companies. Experienced providers have the right knowledge and tools to help your business.

  1. Evaluate Qualifications

Assess potential partners on aspects such as experience and capabilities. Do they meet your company standards? Can they provide the solutions you need?

  1. Decide on a provider

Choose an outsourced partner that aligns with your operational goals and values. Once selected, collaborate to define objectives and establish processes. Make sure they are flexible enough to cater to any urgent or business needs.

  1. Integration of Services

Collaborate with your partner and integrate their service into your daily operations.  Provide assistance to ensure a smooth transition and enhance your workflow without disruptions.

  1. Focus on Core Functions

By streamlining your operations, you can concentrate on business growth. Alternatively, by growing your team, they can help you expand your goals and purpose.

Maximize the Benefits of Outsourcing Your Team with STAFFVIRTUAL

Outsourcing back office services offers cost savings, operational efficiency, specialized expertise, and a better focus on core business activities. 

By partnering with STAFFVIRTUAL, you can streamline your operations, improve service quality, and adapt to market changes. This strategic approach enables property management firms to allocate resources more effectively.

If you want to grow your business and maintain a competitive edge, STAFFVIRTUAL is here to help! Our proven track record of providing customized solutions can help you achieve your business goals. We provide top talents to take the burden of daily tasks off your shoulders. If you want to start outsourcing your back office services, visit our website and book a call with us!


Benefits of Outsourcing Your Property Management Back Office Work | LinkedIn

Choosing the Right Outsourcing Partner | Business.Com

Exploring the Impact of Outsourcing on Organizational Performance | ResearchGate

Customer First: Personalizing the Customer-Care Journey | McKinsey