Technology to Improve Property Maintenance Workflow

Property Management Software 

Robust property management software should be the core of your technology stack. It centralizes all the data, documents, and workflows related to your properties in an accessible, centralized platform. When evaluating options, look for the following key maintenance-related features:

• Maintenance request portal for tenants to submit issues. This allows for 24/7 intake of requests without relying on phone calls.
• Customizable request forms to gather details like unit number, type of issue, permissions for entry, photos, etc.
• Status tracking so tenants can monitor progress on fix requests. This improves transparency.
• Automatic tenant notifications when requests are submitted, updated, or completed. Helps set expectations.
• Mobile technician apps to assign work orders, provide instructions, set due dates, and gather updates. Keeps techs organized.
• Invoice generation and collection tools. Streamlines billing and payment collection.
• Reporting on maintenance spending, common issues, technician workload, etc. Identifies areas for improvement.

Many platforms like Buildium, TenantCloud, and Propertyware offer these features specifically for maintenance workflow. The right software becomes the centralized hub for intake, assignation, communication, and tracking of all maintenance projects.

Property Management Apps

In addition to mobile access for technicians, many property managers leverage apps to remain productive on-site. Apps like Appfolio, Yardi Breeze, and Buildium provide access to tenant data, leases, requests, documents, and more right from a smartphone or tablet.

By syncing with property management software, these apps allow managers to:

• View and respond to maintenance requests remotely
• Lookup tenant and unit details when on-site
• Take photos or videos of issues to document
• Provide status updates in real-time
• Access work orders, instructions, and history from anywhere

This enables managers to multitask and handle maintenance needs without returning to a desk. It’s estimated that mobile property management apps help save 8-10 hours per week normally spent driving to and from the office.

Smart Home Devices

Internet-connected smart home devices have exploded in popularity in recent years. These devices can actually help property managers better maintain their rentals as well.

For example, smart thermostats like Nest allow owners to adjust the temperature remotely. This is useful when tenants request an adjustment or units sit vacant.

Smart locks allow keyless entry via coded passwords. Property managers can set permanent or temporary codes for maintenance staff or contractors to gain entry without making copies of keys.

Smart lights can be automated or controlled remotely to give the appearance of an occupied unit when vacant. Smart cameras can also enhance security and help identify issues.

All of these devices produce data and alerts that give managers better insight into each unit’s status. With proper tenant permissions, smart home tech takes preventative maintenance and remote access to the next level.

Maintenance Scheduling Apps

Basic calendar apps and spreadsheet schedules can make it difficult to coordinate personnel, vendors, and tenant availability for maintenance work. Specialized scheduling apps provide a better solution.

AppFolio has a maintenance scheduling add-on that lets managers drag and drop tasks onto a calendar, set preferences for technicians, attach relevant files and notes, and track appointment status.

Kickserv and HelpDesk offer similar visual scheduling and coordination features tailored for maintenance teams. Staff get reminders of upcoming appointments via email or push notification.

These apps even allow tenants to select their preferred date and time for work orders. The scheduler shows tenant availability side-by-side with technician availability in a user-friendly calendar view. This makes coordination much simpler than endless emails and phone calls.

Inventory Management

Keeping track of parts, materials, tools, and supplies is another aspect of maintenance that technology is making easier. Inventory management apps allow managers to:

• Catalog all inventory with descriptions, photos, categories
• Track real-time availability and locations of items
• Set par inventory levels and be notified when stock runs low
• Generate purchase orders to replenish consumables
• Assign items to specific maintenance personnel
• Manage tool rental check-in/check-out

Moving inventory tracking from spreadsheets to a mobile-accessible database saves time spent searching for items needed for a given work order. It also helps optimize spending on consumables and reduces waste.

 Conclusion

Technology won’t eliminate all the hassles of property maintenance, but the right tools can certainly streamline workflows. The productivity gains, improved transparency, and enhanced organization enabled by software, mobile apps, smart home tech, scheduling assistants, and inventory management systems make life much easier for property managers and technicians. As with any new solution, training staff on getting the most from these platforms is key to realizing the benefits. But once adopted, the right maintenance tech stack will have a transformative impact on operations. 

If you’re looking for a reliable maintenance provider who takes advantage of the latest technology to deliver efficient, transparent service, contact Octo Property Services today! We offer free estimates, so you can see firsthand how our tech-enabled approach can streamline maintenance and repairs for your property.