Advantages of Using a Property Management Company’s Technology

If you’re reading this article, you’re probably doing so from your computer, phone, or tablet, and out of those three devices, two are most likely nearby, within reach, if not all of them. Technology has developed and improved at a rapid pace in the last decade and continues to get better. Meanwhile, people rely on technology more and more every day, using apps for everything from alarm clocks to international conferences and letting the internet dictate where they eat, how they travel, and where their attention goes at any given moment during the day. 

According to the Pew Research Center, “Smartphone ownership is especially high among younger Americans, as well as those with relatively high income and education levels.” 

When you invest in and own a property, it’s important that you hire a Specialized Fort Worth property manager that understands how to market to a tech-driven world and use technology to help you be more efficient, effective, and profitable. Continue reading to learn about the advantages of using a property management company and the ways that Specialized Fort Worth Property Management uses technology and its various methods of communication to help property owners like you succeed.

Communication Through Technology

Every good relationship has to have good communication for it to work properly, and the same goes for tenant-owner relationships as well as owner-property manager and tenant-property manager relationships. The best way to go about it is to set clear expectations and boundaries from the start. Knowing whether you should email, text, or talk in person is something you or your Fort Worth property manager should discuss with your tenant before they even sign their lease. Specialized Fort Worth Property Management can advise you on how to properly execute your meaning through various forms of communication. 

Communicating Through Email

Good communication can be the difference between an effective tenant-owner relationship and a non-effective one. Though there are a variety of quick and easy ways to let your tenant know about an issue or vice versa, everyone has their personal preference. The Radicati Group discovered that 86% of professionals put email as their favorite way to communicate. In fact, there are 3.7 billion email accounts worldwide, and 269 billion emails sent per day. Email is quick, straightforward, and easy to revise before sending. It’s also a great way to send attachments and keep a record of communication back and forth between you and your tenants. Just remember to ask tenants if they prefer email, texting, phone calls, social media messaging, or something else and set expectations for when you will be giving them notice of a property inspection, visit, or repair. 

Let them know that there may be certain times that you won’t be reachable, but your Fort Worth property manager will be, and through which methods of communication. Keep subject matters as professional as possible and respect your tenant’s privacy. Once clear expectations are met, you should be able to communicate effectively and efficiently, all while using technology to your advantage. The advantage of using a property management company like Specialized Fort Worth is that we will set expectations and be available to communicate clearly with tenants 24/7. It will be our job, not yours, to handle everything tenant related and we’ll be in charge of deciding, with your tenants, the what, when, how, and why’s of communication.

Communicating Through Texting

If your tenant tells you or your Fort Worth property manager that they prefer texting over email, which is very likely in today’s smart-phone driven world, you may be excited – it’s the fastest and easiest way to get your message to someone. Or, it might make you nervous. Texting can create misinterpreted meanings and feel casual and unprofessional. 

Some of the pros of texting your tenants are: 

  • Texting is very convenient. You can text wherever and whenever you want, and you don’t have to worry about background noise.
  • It’s extremely quick.
  • You don’t have to spend time on small talk; you can be straightforward
  • You can answer texts on your own time. If your tenant sends an angry text, you can think about your response and be professional when you’re ready

And some of the cons of texting your tenants include: 

  • Texting eliminates the tone of voice and certain messages can be misread.
  • Text messages can be easily lost or deleted. 
  • Some people don’t use their phone all the time and may not see your message until it’s too late.
  • There is no Federal Rule of Evidence that specifically states that a text is acceptable as evidence in court. While Rule 1001 says that a “‘writing’ consists of letters, words, numbers, or their equivalent set down in any form,” a judge can interpret that in any way that they want to. If you’re involved in an eviction case, and the only proof you have of written communication between you and your tenant is text messages, you might find yourself out of luck.

You or your Fort Worth property manager should include a section of the lease agreement where the tenant can acknowledge that they give permission for you to text them and vice versa. In this section, be clear about what kinds of information you’ll be texting and include what kind of information the tenant may text to you. 

Communicating the Old Fashioned Way

Some people believe that because technology is everywhere, it can be a sign of both professionalism and sincerity to send a handwritten note. It’s a great way to send a welcome letter or a thank you note, and most people consider it both a kind and professional gesture. Keep in mind that written notices, which are usually typed up letters sent by mail, are another way to communicate more serious matters. In some cases, written notices are the only way to communicate in order to protect yourself and your investment property. For example, if there is a case of a late rent payment, eviction, or notifications of move out dates and times, a written notice is necessary. The best Fort Worth property managers know that keeping all records of your communication with tenants in a safe location is crucial to your success as an owner.

Online Portals

Specialized Fort Worth property managers believe in making things simple and easy for owners and tenants. That’s why our website has an owner portal and a tenant portal where things like rent collection, rent payment, online applications, tenant screening, maintenance requests, and more can take place in an efficient and effective way. Our online portal makes life easier for everyone; saving you, your tenants, and us time, money, and stress. Our technology-driven processes are not just one of the advantages of using a property management company, it’s what sets Specialized Property Management apart from the rest. 

Electronic Showings

Specialized Fort Worth property managers understand how seriously harmful vacancies can be to your business. That’s why we have worked hard to ensure that we do everything we can to avoid vacancies and effectively market your property for you. One way we do that is through electronic showings, or virtual walk-throughs. Instead of spending days trying to schedule a time for tenants to meet with an agent and then losing the interest of tenants because of the hassle, we have come up with a solution that will help increase your bottom line through fewer vacancies. Our process goes like this: 

  1. An applicant sees your property listed online and wants to view it.
  2. The applicant completes an online request and provides a credit card as a security measure.
  3. A Specialized Fort Worth property manager prescreens the applicant and provides a code to access the property during a short, predetermined time. 

If the applicant just wants to view your property online, we offer virtual tours as well. Either way, we are ensuring that prospective tenants don’t lose interest just because it’s too long of a process to see your property. Every applicant is a potential tenant, and the more information we can provide them with right away, the more likely they will be to turn into actual tenants who are paying rent and creating steady income for you. 

The Advantages of Using a Property Management Company

Specialized Fort Worth Property Management is considered one of the best property management companies in Fort Worth because we have over 30 years of knowledge and experience to help your investment succeed, as well as the technological processes outlined above. When communicating with your tenant, remember:

  • To set clear expectations at lease signing for acceptable means of communication 
  • Keep texts and emails straightforward and professional
  • Draw up necessary written documents and save them in a safe place
  • Sometimes a face-to-face conversation is necessary and important

Let our team of experts at Specialized Fort Worth be the ones to handle all of the important aspects of managing your property with our technology-driven systems. We’ll communicate clearly and professionally with tenants and make showing properties, screening tenants, and collecting rent a breeze with our proven processes. You’ll no longer have to worry about unnecessary vacancies with Specialized Fort Worth property managers in your corner. Contact us today to learn more about what we can offer you.

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