The Top 3 Ways Property Managers Can Get More Done in Less Time

Do you ever feel like your day is too short to get everything done?

That’s because it probably is. With a never-ending list of day-to-day responsibilities, how do property managers find time for everything they need to do?

It’s no secret that the demands of property management are more complex and demanding than ever, causing a lot of property managers to feel like they’re stretched thin. But there are ways to get more done in less time. You’ll be surprised how easy it is to take some simple steps towards getting your head above water!

How to Be More Efficient as a Property Manager


It’s a given that you want to be as efficient as possible in your role as a property manager.

You’ve likely heard the concept to “eliminate, automate, and delegate.” TOPS [ONE] can help you eliminate and automate some of your daily tasks, but you’ll have to decide where and what to delegate.

Here are three ways TOPS [ONE] can help eliminate and automate, allowing you to get more done in less time.

1. Offer Self-Service Options


TOPS can help take some of the work off your plate and enable owners, board members, and vendors to handle some of their requests using Advanced Portals.

Gone are the days of waiting on your team to get back in the office before they can get an answer. This time-saving feature provides 24/7 user access, so it gives your team some time back and is more convenient for owners, board members, and vendors.

Owners can instantly check balances, make payments, or submit maintenance requests with the click of a button. You’ll have fewer calls to return and less paperwork to do with the online payment options.

The Advanced Portals give board members greater visibility into the community’s status. When they need to analyze a specific budget or balance in real-time, board members can log in and customize the data outputs in reports to fit their needs. You also have the option to automate reporting and put them on an automated schedule.

Many property management companies spend almost half of their time managing vendors and their accounts payable. Like the self-service options for your owners and board members, you can make your day more efficient by giving vendors a similar opportunity.

One of our customers, Fidelity Management Services, reduced their labor time by 75% by letting their vendors submit their invoices online. Another time hog you won’t have to worry about anymore is collecting insurance information or updating vendor files. TOPS [ONE] eliminates the hassle of phone tag, email correspondence, processing mail, and keying in bills.

2. Streamline Violation Management

TOPS [ONE]
Are you inundated with violations?

TOPS [ONE] can help streamline the process to make your life easier. Put an end to multiple touches when recording and tracking property violations. Aren’t you tired of this process?

  1. Jotting down handwritten notes
  2. Taking photos with a digital camera
  3. Bringing it all back to the office to transfer to your computer
  4. Uploading images and typing your notes into tracking software
  5. Opening a document and customizing it to the owner with your notes
  6. And the steps go on…

With just a few clicks, you can have all of the information about each violation sent right to the owner’s inbox, and they’ll be able to see what needs to happen next. No more wasting time or pestering homeowners to get matters resolved.

Here’s what the process looks like with TOPS [ONE] mobile capabilities… Property managers can quickly snap a photo, enter some information to create the violation notice, and then send it to the owners directly from their smartphone before they even drive away. Imagine the time you’ll save by streamlining your inspections process!

3. Collaborate with Your Team Remotely


TOPS [ONE] makes it easy for property managers to collaborate with their team remotely.

You can use it from anywhere in the world, as long as you have an internet connection. You don’t need to be at your desk or home office – just open up your laptop, tablet, or smartphone and get started! It’s not only great for communicating internally but also helps ensure everyone stays on task.

Collaborating with a team can be difficult when you are not all in the same location. Spreadsheets, for example, need to be saved and uploaded back to your server or cloud before another teammate can view and edit them. This type of collaboration leads to overwritten files, missing data, and overall frustrations for everyone involved – including any vendors that may have lost their data due to an error on behalf of those collaborating remotely.

As cloud-based software, remote work is easy with TOPS [ONE]. Data is saved in real-time, so having two people working simultaneously on a similar task is possible. Not only will this save time, but it will also ensure that any data loss due to overwriting or mishaps won’t happen again.

Make Your Days More Efficient and Less Stressful with TOPS [ONE]

property management software
With the help of TOPS [ONE], property managers can complete more in less time, making your day efficient and less stressful.

TOPS is sure to cut back on the amount of snail mail to be processed (both ingoing and outgoing), decrease the number of calls, and make it easier to focus on other tasks.

Let us help you to eliminate many of your regular administrative tasks and save time. Watch a demo or reach out to a Sales Representative. We would love to show you more about these features and how they can help you make your days feel more relaxed.

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