It’s possible for a property management team to work remotely but you need to have the correct tools and boundaries in place.
If your business was not already doing so before covid broke out, the pandemic probably inspired you to find ways to work remotely without sacrificing productivity or team spirit.
As we progress through the ‘new normal’, the shortage of qualified and skilled property managers means many are negotiating to continue this level of flexibility. With a half-empty office most days, you may be considering a switch to allow everyone to work remotely on a full-time basis.
If you want to go fully remote, here are some tips to help:
Make sure everyone has fast, reliable internet
Productivity will slip if people are not connected. Instead of paying to rent an office, you may decide to subsidise the cost of home internet for your employees. Doing so will help ensure they have fast and good quality connectivity so you can reach them when you need to.
Supplying a mobile phone laptop and tablet could also be necessary to empower your team and allow them to stay in touch with their colleagues and clients.
Use cloud-based phone systems and online platforms
The right technology will allow your team to access the back-end of your business from any device, so long as they have an internet connection and a passcode.
Work with an IT specialist to select the best property management apps and solutions for your clients as well as your PMs. If you have a team based overseas, you can connect them with a cloud-based phone service while still giving your customers an Australian telephone number to dial.
manage security
Security is a big issue in Australia right now after the attacks on Optus and other companies exposed people's data to hackers and demonstrated how things can go wrong when the right security measures are not in place.
There has been plenty of talk about the amount of client information real estate agencies keep on file so it is more important than ever to make digital security a priority. Before you allow your team to go fully remote, offer training about how to ensure devices and accounts are not accessed by the wrong peopl
Security also involves protecting the passwords for social media accounts used by your business and updating them regularly. For example, if somebody leaves the team and still has access to the official Instagram account, trouble can follow.
Set boundaries and guidelines
Some businesses run into difficulties because they allow people to chat about work on Facebook and other social media platforms. If possible, ask your team to use a more professional solution such as Slack. This will mitigate the risk of personal conversations spilling into the professional realm.
It also makes sense to set boundaries around working hours and the times when people expect a response from each other. It is perfectly ok for a busy working parent to catch up after their child has gone to sleep but it is probably better if you don’t expect them to respond to a direct question from you at this time of night.
Similarly, talk to your team about the hours they will work. If they are logging on late in the morning, let them know they will be expected to make up the time at a later stage. Be clear about when your property managers are expected to be on call for their clients so there is no confusion.
Find ways to connect
One of the challenges of working remotely is people losing touch with each other. It is important to schedule regular check-ins, either in person or via video call. This lets people compare notes, get to know each other better and collaborate to help improve the overall business. Make time to touch base with every staff member, even if it is just for 10 minutes on the phone every couple of weeks. This will give you the chance to reiterate people's KPI's and check if they need support in any area.
Excellent property managers work hard, regardless of where they are located. Working remotely can be especially beneficial if it means they can stay close to their properties and show up if necessary. Many agencies are now operating with this model because it has proven to be cost-efficient and beneficial for all stakeholders.