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Avoid These 6 Property Maintenance Software Mistakes

The errors made by the property management team are more than just a nuisance. They have the potential to impact the connections you have with landlords, tenants, and vendors. Even seemingly insignificant errors can have a significant influence on one's financial position.

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The errors made by the property management team are more than just a nuisance. They have the potential to impact the connections you have with landlords, tenants, and vendors. Even seemingly insignificant errors can have a significant influence on one's financial position.

Learning to juggle multiple important responsibilities at the same time is one of the most difficult tasks faced by property managers. There is always something that needs to be done, like routine maintenance, a capital works project, or negotiating the details of a lease renewal.

When it comes to managing your property, using the appropriate software can help make things simpler for you. It can assist you in adhering to the regulations of the industry and reducing the number of errors that you make which are often costly. When selecting property management systems, here are a few common pitfalls to look out for and how to prevent them.

1. Not Fully Understanding Your Objectives

It is important to have a firm grasp of your actual requirements and goals before beginning the software implementation process. Which of your processes would you most like to see automated? How soon do you anticipate seeing the effects of your efforts? Does it cover all aspects of the maintenance needs across multiple properties and locations?

Before beginning your search for property management software, it is important to first define your goals. If you don't have a specific goal in mind, it will be difficult to locate the resources that will help you achieve that goal. Make sure your expectations for automation are clear and look for a partner that can fulfil them.

2. Avoiding Process Reengineering

The real estate sector has sometimes been slow at making use of new technologies because of the nature of the industry itself. Utilising property management software is among the most effective

ways to automate and simplify your operations as it is one of the greatest ways to streamline your procedures.

For example, if you switch from manual data entry to digital data entry, the process of entering information into your software will be simplified.

Your capacity to benefit from real estate automation is hindered if you do not re-engineer your operations. We’re not talking about a complete overhaul of the actual process, because you have your procedures that work well, but instead it’s about a new way of thinking. Maintain an open mind and make effective use of modern technology.

This single piece of advice could be the difference between needing to hire a property manager or having an admin assistant manage your maintenance effectively.

3. Ignoring the Training of Staff

If your personnel are not properly educated in the new system, the property management automation you have installed is destined for poor performance indeed. Your staff members need to be familiar with how to use the numerous functions and tools. As easy as the software may be, if they are unfamiliar with it, they won’t use them. They should be aware of the role that the software plays in meeting and delivering your maintenance objectives.

If they are not familiar with how to operate the software or do not comprehend the significance of having it, training is a necessity. If employee training is handled carelessly, in full or in part, you are putting your company in a position to fail. It may cause your team's productivity and efficiency to suffer as a result.

According to the findings of a recent study, investing in staff education can boost your profit margin by up to 24%. It is to the benefit of both your company and the employees.

4. Improper Setup

Most people believe that setup and onboarding is a large and time consuming task. This does not need to be the case.

We handle almost all of your data migration, location setups, training, and customisations.

Approximately 38% of data migrations fail to be completed successfully. So our systems take care of this critical onboarding process.

The potential for faults and problem escalation from your software is increased when the data migration process is not performed correctly. We take the responsibility to virtually guarantee that your data will be successfully transferred to the new platform and setup happens seamlessly.

5. Concentrating Solely on the Functions of the Software

Features of software are crucial, but they are not the be-all and end-all. After you have established your technological objectives, the next step is to select the proper tools. Your decision on the software will ultimately influence how successful your automation will be.

It is important to take into consideration not just the functionality that your software offers, but also its scalability, maintenance, ease of use, and troubleshooting capabilities. Always get a demo of the software before making a choice.

6. Not Being Able to Personalise the Software

Rental maintenance management software that can’t be adapted to your company's requirements can never provide optimal results.

The off-the-shelf rental management software may be functional, but it usually misses key aspects that are unique to your business.

Having a paper workflow, or a series of spreadsheets, chat programs, emails, and phone calls is a great start to implementing software to handle your Property Maintenance and Management. Being able to customise the software within budget to meet your approval levels, set budgets, timeframes, and internal processes is a non-negotiable for maintenance management.

It is possible that the features of your property management solution will not coincide with the way your organisation operates if the solution is not customised and being forced into an external process is often not best-practice, but more what the software developers put together at the time.


As a business owner or maintenance manager, you are required to make choices on a daily basis that affect your company profitability. Choosing the right property maintenance management solution is one of the most important considerations you can make.

Productivity and efficiency can both be improved with the correct CMMS (Computerised Maintenance Management System). It has the potential to increase morale among employees, reduce maintenance management costs by allowing a lower-skilled staff member to perform well above their pay-grade and improve the relationship between your company and tenants and property owners.

Avoiding a few mistakes early means you’ll make the most of your property maintenance software. Missing the mark when onboarding, the inability to personalise the software, and the incorrect objectives are examples of these mistakes. You can save a lot of time and money by following a tested and proven move to managing maintenance through the Ticked Off App.

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